PPBLEMS  §  OFFICE  WACTIC 
AND  BUSINESS  STYLE  0 


HAROLD  STRUMPF 


PROBLEMS  IN  OFFICE  PRACTICE 

AND 

BUSINESS  STYLE 


BY 


HAROLD  STRUMPF,  B.A. 

CHAIRMAN   OF    THE    DEPARTMENT    OF    STENOGRAPHY 

TYPEWRITING  AND  OFFICE  PRACTICE 

MORRIS  HIGH  SCHOOL 

AND 

SPECIAL    INSTRUCTOR,   EXTENSION    DIVISION 
COLLEGE  OF  THE  CITY  OF  NEW  YORK 


THE  GREGG  PUBLISHING  COMPANY 

New  York      Chicago      Boston      San  Francisco      London 


TO  MY  WIFE 

WHOSE    SOUND    BUSINESS    JUDGMENT 
HELPED   TO    SMOOTH    OVER   MANY    OBSTACLES 


COPYRIGHT,      1922,      BY      THE 

GREGG    PUBLISHING    COMPANY 

L  5  7  F-S 


PRINTED  IN  THE  UNITED  STATES   OF  AMERICA 


PREFACE 

The  office  worker  of  today  may  be  an  executive  tomorrow. 
But  the  office  worker  is  not  the  product  of  chance.  To  prepare 
him  for  the  office  we  must  give  him  a  training  which  will  supply 
him  with  the  necessary  experience  and  shorten  his  period  of 
apprenticeship.  The  commercial  teacher  who  graduates  a 
student  simply  with  a  knowledge  of  stenography,  typewriting, 
and  bookkeeping  has  failed  dismally  in  his  duty,  both  to  the 
student  and  to  the  future  employer. 

The  greatest  problem  of  the  office  manager  is  inefficiency. 
Formerly,  the  ordinary  business  man  was  satisfied  to  receive 
into  his  organization  the  worker  who  possessed  no  other  qual- 
ities than  a  presentable  appearance  and  a  willingness  to  learn. 
But  the  executive  of  today,  engrossed  in  the  solution  of  the 
big  problems  that  make  for  the  success  of  the  institution  which 
he  helps  to  direct,  requires  a  service  that  functions  smoothly. 
To  accomplish  this  end  he  demands  of  the  employees  a  greater 
familiarity  with  the  intricacies  of  the  office  equipment,  an 
ability  to  handle  office  appliances,  and  a  knowledge  of  business 
usage,  terms,  and  procedure.  In  short,  he  needs  an  assistant 
with  initiative  and  ability  to  do,  and  not  a  mere  learner. 

This  book  has  been  developed  as  a  result  of  many  years' 
direct  classroom  contact  with  the  immature  mind  of  the  stu- 
dent of  high-school  age,  and  with  the  maturer  mind  of  the 
teacher,  unfamiliar  with  office  routine  and  business  procedure. 

To  •  answer  the  numerous  questions  that  may  naturally 
arise  in  an  individual  confronted  by  new  and  modern  office 
machinery  and  difficult  office  problems,  and  properly  to  guide 
the  teacher  in  the  selection  of  material  to  be  presented  to  the 

iii 

502662 


iv  PREFACE 

student,   or  to    be   emphasized,   has   been   the   author's   aim 
throughout  this  work. 

Letter  writing  is  the  most  important  function  in  a  modern 
business  office,  having  supplanted  to  a  great  degree  the  direct 
personal  contact  that  formerly  existed  between  a  commercial 
house  and  its  customers.  Because  of  this  condition  the  chap- 
ter on  the  formal  parts  of  the  letter  has  been  exhaustively 
treated.  The  answers  to  the  questions  in  this  chapter  are 
from  the  standards  adopted  by  some  of  the  foremost  com- 
mercial houses,  as  well  as  by  the  highest  authorities  on  busi- 
ness English.  For  postal  information,  the  latest  bulletins  of 
the  Post  Office  Department  have  been  carefully  consulted  and 
the  technical  language  clarified.  The  concise  descriptions  of 
the  numerous  office  appliances  have  been  approved  by  the 
manufacturers  of  the  machines.  Lastly,  because  of  a  woeful 
ignorance  of  the  proper  sequence  of  the  letters  of  the  alphabet, 
and  the  rudiments  of  alphabetizing,  the  chapter  on  alphabetiz- 
ing, with  its  problems,  has  been  included  as  an  aid  to  the  study 
of  filing  and  indexing. 

If  some  of  the  inefficiency  and  lack  of  training  in  business 
procedure,  of  which  office  managers  complain  so  bitterly,  will 
have  been  eradicated  by  a  study  of  this  book,  the  author  will 
feel  himself  sufficiently  repaid  for  the  labor  involved  in  the 
undertaking. 

HAROLD  STRUMPF. 


SUGGESTIONS  TO  TEACHERS 

The  subjects  treated  in  the  different  chapters  of  this  book 
have  been  definitely  organized  and  logically  developed  by  the 
question  and  answer  method.  Only  such  matter  as  has  been 
found  to  be  absolutely  indispensable  to  a  proper  preparation 
for  the  office  has  been  included,  the  author  relying  upon  the 
good  judgment  of  the  teacher  to  add  or  eliminate  wherever  the 
needs  and  the  maturity  of  the  student  warrant  it. 

The  book  may  be  used  in  either  one  of  two  ways:  As  a  text 
around  which  the  recitation  lesson  is  developed  and  amplified; 
and  as  a  review  and  drill,  topic  by  topic.  A  combination  of 
both  methods  will  be  conducive  to  the  best  results.  When 
used  as  a  text,  however,  the  numerous  exercises  that  have  been 
included  in  the  various  chapters  will  be  especially  helpful  to 
develop  power,  skill,  and  judgment  in  the  pupil. 

Teachers  will  find  that  the  method  of  presenting  the  text  — 
by  question  and  answer  —  and  the  subjects  included,  is  a  fea- 
ture of  especial  advantage  from  the  standpoint  of  review  and 
drill.  Every  possible  phase  of  business  English,  office  practice, 
and  typewriting  has  been  covered  as  required  by  the  syllabus 
of  the  University  of  the  State  of  New  York  (Regents).  In 
addition  to  this,  questions  have  been  based  upon  the  applica- 
tion of  these  subjects  to  the  needs  of  the  modern  complex  of- 
fice organization. 

The  problems  in  tabulation  and  arrangement,  so  important 
in  a  typewriting  class,  will  greatly  relieve  the  mind  of  the 
teacher,  for  here,  already  assembled,  are  a  sufficient  number 
(ranging  in  degree  of  difficulty)  to  cover  the  needs  of  a  whole 
term.  Similarly  the  letter-placing  problems  have  been  gath- 


vi  SUGGESTIONS   TO  TEACHERS 

ered  with  great  care  to  give  the  students  sufficient  practice  not 
only  for  proper  placing  on  the  paper  but  for  a  test  of  sentence 
structure,  capitalization,  punctuation,  and  development  of  a 
language  sense.  In  a  shorthand  class,  it  is  advisable  to  dictate 
these  letters.  Those  pupils  who  have  had  no  shorthand  have 
the  same  problem  to  face  and  solve,  by  transcribing  on  the  ma- 
chine, direct  from  the  text. 

Furthermore,  the  subject  of  office  practice  has  lately  been 
introduced  as  a  prepared  subject,  counting  toward  graduation 
in  the  senior  high  schools,  and  similarly  introduced  by  the  board 
of  education  in  the  junior  high  schools.  As  the  subject,  how- 
ever, has  been  found  to  be  vague  and  indefinite,  the  author 
has  seen  fit  to  incorporate  in  this  book  a  complete  syllabus,  and 
weekly  lesson  plans  which  he  has  used  with  considerable  suc- 
cess. These  plans  though  definitely  outlined  are  offered  as 
suggestions  only,  to  be  modified  or  amplified  as  may  be  desired, 
or  as  equipment  permits.  They  should  prove  of  great  help  to 
the  inexperienced  teacher  of  office  practice. 

Lastly,  not  a  little  attention  has  been  given  to  the  language. 
To  make  it  simple  enough  for  the  comprehension  of  the  senior 
high-school  student  and  equally  intelligible  to  the  ninth-year 
element ary-school  pupil  has  been  the  author's  goal. 


CONTENTS 

PAGE 

PREFACE iii 

SUGGESTIONS  TO  TEACHERS v 

CHAPTER 

I  THE   BUSINESS  LETTER  —  ITS   PARTS 

The  Business  Letter I 

Envelopes 29 

Exercises  in  Addressing 34 

Word  Division        . 37 

Single  and  Separate  Words 37 

Figures 38 

Abbreviations 40 

Capitalization 43 

Punctuation 45 

Proof  Reading 4& 

Kinds  of  Letters 54 

Legal  Work  and  Specifications 55 

Business  and  Law  Terms        63 

II  LETTER  PLACING 

Letters  for  Arrangement,  Capitalization  and  Punctuation     .      .68 

III  THE  TYPEWRITER 

Parts      .     ; 86 

Care  of  Machine 91 

Operation 92 

Special  Characters  not  on  Keyboard 100 

Spacing  after  Punctuation .  102 

Manifolding  and  Duplicating  Machines      .      .      .      .      .      .      .  105 

Copying  Outgoing  Mail in 

IV  TABULATION  AND  ARRANGEMENT 118 

V    FILING  AND  INDEXING  .  .141 


viii  CONTENTS 

CHAPTER  pAGE 

VI    POSTAL  INFORMATION 

Money  Order  Division 173 

Registry  Division 175 

Special  Delivery 178 

Parcel  Post >      ....  178 

Rural  Delivery 182 

Postal  Savings 183 

Dead  Letter  Division 183 

Rates  of  Postage 185 

VII    OFFICE  APPLIANCES 

The  Telephone 188 

Emergency  Calls 192 

Telegrams 194 

Cablegrams 196 

Other  Valuable  Office  Aids 200 

Office  Reference  Books     . 216 

Exercises  on  Reference  Books 219 

VIII    ALPHABETIZING 

Alphabetizing 226 

Exercises  in  Alphabetizing 227 

Arrangement  of  Names  on  Folders  for  Filing 230 

IX    SUGGESTED  COURSE  OF  STUDY  AND  SYLLABUS 

First  Week  —  Outgoing  Mail  —  The  Formal  Parts  of  a  Business 

Letter 238 

Second  Week  —  Incoming  Mail 240 

Third  Week  —  Taking  Dictation 241 

Fourth  Week  —  Typewriter  Standards  for  Proper  Transcription  243 

Fifth  Week  —  Postal  Information 245 

Sixth  Week  —  Manifolding  and  Duplicating   .      .      .      .      .      .  247 

Seventh  Week  —  Copying 248 

Eighth  Week  —  Filing  and  Indexing 250 

Ninth  Week  —  The  Telephone  and  the  Switchboard        .      .      .  252 

Tenth  Week  —  Office  Appliances  and  Devices 253 

Eleventh  Week  —  Telegrams  and  Cablegrams 256 

Twelfth  Week  —  Commercial  Papers  and  Forms        ....  257 

Thirteenth  Week  —  Office  Reference  Books 259 

X    TYPEWRITING  TESTS 


PROBLEMS   IN  OFFICE   PRACTICE 
AND   BUSINESS   STYLE 

CHAPTER  I 
THE  BUSINESS  LETTER  —  ITS  PARTS 


Why  should  every  person  in  business  be  thoroughly  familiar 
with  the  proper  mechanical  make-up  of  a  business  letter? 

Because  the  business  letter  represents  the  writer  and  speaks 
for  him.  By  its  appearance  he  is  judged.  If  a  good  impression 
is  sought,  correct  forms  must  be  observed. 


What  is  meant  by  "formal  parts"  or  correct  forms  of  a  business 
letter? 

The  proper,  orderly,  and  correct  arrangement  of  the  important 
parts  (other  than  the  message  itself)  which  appear  in  every 
letter.  The  arrangement  of  the  formal  parts  gives  the  letter 
its  appearance,  which  in  turn  leaves  its  favorable  or  unfavorable 
impression. 

3 

Name  and  explain  the  formal  parts  of  every  business  letter. 

(a)  The  Heading  (usually  printed)  consists  of  the  firm's  name 
and  address,  the  kind  of  business  engaged  in,  and  the  date  of 
writing.  Other  information,  such  as  the  names  of  the  members 
of  the  firm,  its  telephone  number,  trade  marks,  may  be  also 
added. 


2  OFFICE' -PRACTICE -AND  BUSINESS  STYLE 

(b)  The  Inside  Address  (sometimes  called  the  introductory 
address)  consists  of  the  name  and  complete  address   of  the 
person  or  firm  to  whom  the  letter  is  sent. 

(c)  The  Salutation  (or  greeting)  to  the  person  who  will  get 
the  letter. 

(d)  The  Body,  which  conveys  the  message. 

(<?)  The  Complimentary  Close,  which  appears  after  the  body 
and  is  an  expression  of  friendship  on  the  part  of  the  writer. 

(/)  The  Signature  shows  who  the  writer  is  or  whom  he  repre- 
sents. 

(g)  Additional  data  give  dictator's  and  stenographer's  ini- 
tials, number  of  inclosures,  etc. 

(h)  The  Superscription,  or  address  on  the  envelope. 


THE  BUSINESS  LETTER 

4 
Show  by  diagram  the  formal  parts  of  a  standard  letter. 

Telephone  No. 

LETTERHEAD 

LETTERHEAD 
LETTERHEAD         LETTERHEAD 

Date     Date     Date 

Title  and  Name 

Street  and  Number 
City  and  State 

Salutation: 

Body  of  letter  body  of  letter  body  of  letter 
body  of  letter  body  of  letter  body  of  letter  body  of 
letter  body  of  letter  body  of  letter  body  of  letter  body 
of  letter  body  of  letter  body  of  letter  body  of  letter 
body  of  letter  body  of  letter  body  of  letter  body  of 
letter  body  of  letter  body  of  letter. 

Body  of  letter  body  of  letter  body  of  letter 
body  of  letter  body  of  letter  body  of  letter  body  of 
letter  body  of  letter  body  of  letter  body  of  letter  body 
of  letter  body  of  letter  body  of  letter  body  of  letter 
body  of  letter  body  of  letter  body  of  letter  body  of 
letter  body  of  letter  body  of  letter. 

Complimentary  Close 
Signature 

Additional 
Data 


OFFICE  PRACTICE  AND  BUSINESS  STYLE 


In  replying  please  quote  Dept.  E  #  I 

Reference 
Form 

New  York,  March  15,  1922. 

Date 

Mr.  Harold  Strumpf, 

^Address               l6^  St.  &  Boston  Road, 

New  York  City. 

Salutation    Dear  Sir:  — 

Your  letter  of  the  thirteenth  in- 

stant in  regard  to  a  demonstration  by  one 

of  our  Professional   Typists  was    received. 

I  shall  be  pleased  to  bring  Miss  Genevieve 

Maxwell,  one  of  our  best  operators,  to  your 

school  on  Tuesday  afternoon,  March  21,  at 

Body         i  :I9  P-M.  to  give  a  demonstration. 

She  is  one  of  our  fastest  opera- 

tors and  gives  a  wonderful  demonstration 

of  unusual  educational  value.     All  we  shall 

need   is   a   steady   typewriter   table    and    a 

chair. 

Trusting   the  date  selected  will 

be  suitable,  I  remain, 

Yours  very  truly,  • 

Close 

UNDERWOOD  TYPEWRITER  COMPANY. 

Signature 

^^/Lxi      Qy       /m*>*'<MvJf0 

Particular 

*^/vQ.     t_x/-.     t^/l/t/(>{//t'ftt/n'& 

Signature 

G.  A.  Meinecke, 

Business 
Title 

School  Representative. 

Identifica-    GAM/ECJ 

THE  BUSINESS  LETTER. 


(a)  What  items  would  you  consider  important  if  you  had  charge 
of  the  purchase  of  stationery  and  the  printing  of  the  letterheads? 
(b)  Illustrate  letterhead  forms. 


(a)  Stationery  should  be  8>^  by  n  inches,  of  good  texture, 
unruled,  and  preferably  white,  though'  there  is  no  objection  to 
tinted    paper.      Envelopes    should    match.     The    firm's   name, 
kind  of  business,  telephone  number,  place  of  business  and  cable 
address  should  be  neatly  and  artistically  arranged.     Too  much 
printing  for  purposes  of  advertising  shows  bad  taste.     Dignity 
is  the  watchword. 

(b)  See  letterheads  as  arranged  on  next  page. 


Show  several  date  forms  that  are  accepted  in  modern  business 
letters. 

1.  April  15,  1922  5.   October 

2.  January  Sixteen 

5  Nineteen  Twenty 
1922 

3.  October  6.   April  Twelfth 
Fifth  1922 
1922 

4.  Fifteenth  7.    April  I 
October  1922 
1922 


OFFICE  .PRACTICE  AND  BUSINESS  STYLE 


THE  BUSINESS  LETTER  7 

7 

Why  are  ike  following  date  lines  not  in  good  form  ?  (a)  Jan. 
2d,  1920;  (b)  March  $ist;  (c)  12/11/21. 

(a)  and  (b)  These  are  incorrectly  written  because  they  do  not 
follow  good  usage.  Where  the  month  is  followed  by  the  day, 
the  signs  d,  rd,  th,  or  st  should  never  be  written. 

(c)  This  is  not  accepted  as  good  form  because  it  compels  the 
receiver  of  the  letter  to  translate  the  number  12  to  December. 

8 
Illustrate  four  good  forms  of  inside  address. 

1.  Mr.  Harvey  Smith, 

116  Adams  Street, 
New  York,  N.  Y. 

2.  Harvey  Smith,  Esq.*, 
118  Wooster  St., 
Milwaukee, 

Wis. 

3.  John  Wanamaker 
Broadway  at  Tenth  St., 
New  York  City 

4.  Mr.  Rupert  P.  Sorelle,  Vice-President, 

The  Gregg  Publishing  Company 
285  Fifth  Avenue 

New  York,  N.  Y. 


(a)  In  what  kind  of  letters  may  the  inside  address  be  omitted 
after  the  date  line?    (b)   Where  is  it  written?    (c)  Illustrate. 

(a)  In  letters  that  are  used  for  official  business  only  or  of 
a  formal  social  nature. 

(b)  Below  the  signature,  at  the  left  margin. 


OFFICE  PRACTICE  AND  BUSINESS   STYLE 

w 

May  13,  1918 

My  dear  Sir: 

You  have  doubtless  noticed  that  very  serious 
charges  of  dishonesty  have  been  made  in  connection 
with  the  production  of  aircraft. 

Because  of  the  capital  importance  of  this  branch 
of  the  military  service,  I  feel  that  these  charges  should 
be  thoroughly  investigated  and  with  as  little  delay 
as  possible,  in  order  that  the  guilty,  if  there  be  any 
such,  may  be  promptly  and  vigorously  prosecuted, 
and  the  reputations  of  those  whose  actions  have  been 
attacked  may  be  protected,  in  case  the  charges  are 
groundless. 

I  have  requested  the  Department  of  Justice  to 
use  every  instrumentality  at  its  disposal  to  investigate 
these  charges,  and,  with  the  approval  of  the  Attorney 
General,  I  am  writing  to  beg  that  you  will  act  with 
him  in  making  this  investigation.  I  feel  that  this  is 
a  matter  of  the  very  greatest  importance,  and  I  sin- 
cerely hope  that  you  will  feel  that  it  is  possible  to 
contribute  your  very  valuable  services  in  studying  and 
passing  upon  the  questions  involved. 

Cordially  and  sincerely  yours, 

rtfr  /        /y/r.. 
jywtow*    // 

Hon.  Charles  E.  Hughes 
9  Broadway 

New  York  City 


THE  BUSINESS  LETTER  9 

10 

Give  the  correct  titles  to  be  used  for  (a)  a  man,  (b)  an  unmarried 
woman,  (c)  a  married  woman,  (d)  a  widow,  (<?)  two  or  more  un- 
married women,  (/)  a  firm  of  men  with  names  given,  (g)  a  lawyer, 
(h)  a  corporation,  (i)  a  government  official,  (j)  a  state  governor, 
(k)  a  minister,  (I)  a  woman  whose  status  is  unknown,  (m)  a 
physician,  (n)  the  wife  of  a  doctor  or  a  minister. 

(a)  Mr.  (before)  or  Esq.  (after),  (b)  Miss,  (c)  Mrs.  John 
Leeds,  (d)  Mrs.  Clara  Walters,  (e)  Misses  or  The  Misses, 
(/)  Messrs.,  (g)  Mr.  (before)  or  Esq.  (after),  (h)  John  Wana- 
maker  or  The  John  Chaplin  Co.,  (i)  Hon.  or  The  Hon.,  (;')  His 
Excellency,  (k)  Rev.,  (/)  (Miss)  Clara  Leeds,  (m)  Dr.  John 
Doe,  or  John  Doe,  M.D.,  (n)  Mrs.  (not  Mrs.  Dr.,  or  Mrs. 
Reverend). 

ii 

Give  two  reasons  why  it  is  necessary  to  typewrite  the  inside 
address  correctly. 

(a)  Because  the  address  on  the  envelope  (called  the  super- 
scription) is  taken  from  the  inside  address. 

(b)  Because  in  many  commercial  houses  semi-transparent  or 
window  envelopes  are  used.     When  the  letter  is  folded  and 
placed  in  the  envelope  the  inside  address  will  show  through 
the  window. 

12 

Give  a  list  of  salutations  that  are  considered  good  form  in 
business  letters. 

Dear  Sir:  Dear  Sirs: 

Dear  Madam:  Ladies: 

My  dear  Sir:  Mesdames: 

My  dear  Madam:  Sir: 

Gentlemen:  Sirs: 


io          OFFICE  PRACTICE  AND  BUSINESS  STYLE 

13 

Mention  various  instances  when  these  salutations  are  used. 

Dear  Sirs  and  Gentlemen  are  the  best  forms  to  use  in  ordinary 
communications  to  m^n. 

Dear  Madam  or  Madam  is  used  in  a  letter  to  any  woman, 
married  or  single. 

My  dear  Sir  and  My  dear  Madam  are  more  formal  saluta- 
tions than  Dear  Sir  or  Dear  Madam. 

Sir  or  Sirs  is  used  in  extremely  formal  cases  such  as  govern- 
ment communications. 

Gentlemen,  although  most  often  used  for  many  members  of  a 
firm,  is  also  the  salutation  to  be  employed  when  writing  to  an 
incorporated  firm  doing  business  under  the  name  of  an  in- 
dividual. 

14 

What  is  the  difference  in  use  between  Messrs,  and  Gentlemen? 

Messrs,  is  an  abbreviation  and  must  always  be  followed  by  a 
name,  while  Gentlemen  is  a  word  of  greeting  introducing  the 
letter,  and  is  never  followed  by  a  name. 

15 

Show  how  the  name  line  and  the  salutation  to  each  of  4he 
following  should  be  written:  (a)  a  clergyman,  (b)  a  corporation, 
(c)  a  college  professor,  (d)  a  married  woman,  (e)  an  Assemblyman, 
(/)  a  Supreme  Court  Justice,  (g)  a  firm  of  women,  (h)  a  lawyer, 
(i)  your  principal,  (j)  a  widow,  (k)  a  doctor,  (/)  John  Wanamaker, 
(m)  the  President  of  the  United  States. 

NAME  SALUTATION 

(a)  Rev.  Percy  Grant Dear  Sir: 

(b)  R.  H.  Macy  &  Co Gentlemen: 

(c)  Prof.  Paul  Klapper        ....  Dear  Sir: 

(d)  Mrs.  William  Lane        ....  Dear  Madam: 

(e)  Hon.  John  Foley      .      .      .      .      .  Sir: 


THE  BUSINESS  LETTER  n 

NAME  SALUTATION 

(/)   Hon.  William  H.  Taft  ....  Sir: 
(g)  Mesdames  Smith  &  Doe 

The  Misses  Smith  &  Doe  .      .      .  Ladies: 
(h)  Mr.  Robert  Stanchfield 

Robert  Stanchfield,  Esq.    .      .,     .  Dear  Sir: 

(i)    Mr.  Elmer  E.  Bogart    ....  Dear  Sir: 

(;)   Mrs.  Jane  Richards       ....  Dear  Madam: 
(k)  Dr.  Robert  Koch 

Robert  Koch,  M.D  .....  Dear  Sir: 

(/)    John  Wanamaker         ....  Gentlemen: 

(m)  The  President,  Washington,  D.  C.  Sir:  (or,  less  formal) 

Dear  Mr.  President: 

16 

(a)   What  is  meant  by  "artistic  display"  in  a  letter?    (b)  How 
is  it  accomplished? 

(a)  The  proper  arrangement  of  a  letter  on  a  sheet  so  that  it 
will   attract  the  reader  and   arouse  his  interest.     The  typed 
letter  should  bear  the  same  relation  to  the  page  as  a  picture 
does  to  a  frame. 

(b)  I.  By  the  use  of  narrow  or  wide  margins. 

2.  By  proper  spacing  between  lines. 

3.  By  noting  the  length  of  the  letter  before  typing. 

4.  By  developing  a  thorough  familiarity  with  the  short- 
hand notes  so  that  the  length  of  a  typed  letter  may  be 
accurately  judged  from  the  shorthand  notes. 


How  would  you  space  (a)  a  short  letter,  (b)  a  medium-length 
letter,  (c)  a  very  long  letter,  so  that  each  presents  an  artistic  ap- 
pearance on  the  page? 

(a)  A  short  letter  should  be  double  spaced.  Leave  four  line 
spaces  after  the  date  line. 


12          OFFICE  PRACTICE  AND  BUSINESS  STYLE 

(b)  A  medium-length  letter  may  be  double  spaced  or  single 
spaced  with  wider  margins.     If  single  spacing  is  employed, 
there  must  be  double  spacing  between  the  inside  address  and 
the   salutation,   the   salutation   and   first   paragraph,   between 
paragraphs,  and  before  the  complimentary  close. 

(c)  A  very  long  letter  should  have   narrower   margins    and 
single  spacing. 

18 

(a)  How  should  tabulated  or  quoted  matter  in  the  body  of  a 
letter  be  spaced?  (b)  Illustrate. 

(a)  Regardless  of  the  spacing  employed  in  the  body  of  the 
letter  (single,  double,  or  triple),  tabulated  or  quoted  matter 
should  be  single  spaced  and  indented  at  the  beginning  and  at 
the  end  of  each  line. 


THE  BUSINESS  LETTER  13 

(b-i) 

LETTERHEAD 


May  17,  1922 

Saginaw  Furniture  Co., 
160  Lincoln  Street, 
Saginaw,  Mich. 

Gentlemen  : 

ATTENTION    OF   MR.    BROWN 

Please  send  us,  by  fast  freight,  the  following  order: 

5  $  1080  Dining  Tables 

5  #1083  Buffets 

5  doz.  $  1076  Dining  Chairs 

5  %  1074  Dining  Chairs 

3  §  1090  China  Closets 

We  should  like  this  order  billed  at  your  lowest  cash 
discount,  as  we  plan  to  make  prompt  remittance. 

Yours  truly, 


I.          OFFICE  PRACTICE  AND  BUSINESS  STYLE 
(b-2)  Arrangement  for  enumerated  list. 

THE  GREGG  PUBLISHING  COMPANY 
285  Fifth  Avenue,  New  York, 

March  24,  1922. 
Mr.  Herman  Reinbold, 
Chicago, 
Illinois. 

Dear  Sir: 

The  number  of  works  on  shorthand  in  all  languages 
known  to  the  Royal  Stenographic  Institute,  Dresden,  the 
greater  portion  of  which  are  in  its  library,  as  stated  by 
Prof.  Dr.  Zeibig,  under  date  of  June  23,  1883,  was  3295, 
divided  as  follows: 

Latin  91  English  780 

Italian  151  Roumanian         6 

Welsh  8  French  490 

Slavonian  3  Bohemian          33 

Spanish  71  Portuguese        16 

Russian  52  Polish  22 

Slovenian  3  Croatian  7 

Bulgarian  4  Hungarian         75 

Finnish  I  Danish  7 

Norwegian  I  Swedish  22 

Grecian  3  Turkish  I 

Dutch  14  German        i>434 

These  facts  have  been  gathered  and  translated 
mainly  by  a  gentleman  of  unusual  linguistic  attain- 
ments, an  expert  stenographer.  The  data  have  been 
obtained  from  recent  publications  and  by  personal  cor- 
respondence. 

Respectfully  yours, 


THE  BUSINESS  LETTER  15 

19 

(a)  What  is  meant  by  a  marginal  heading?     (b)   When  is  this 
form  used?     (c)  Illustrate. 

(a)  When  a  topic  used  as  the  heading  requires  a  sub-topic, 
the  sub-topic  is  set  out  in  the  margin  with  plenty  of  space 
around  it. 

(b)  This  form  of  spacing  is  used  in  technical  matter,  essays, 
treatises,  architectural  specifications,  or  histories. 


THE    BEGINNING   OF   MODERN    LITERATURE 

(c)  The  history  of  England  during  the  greater  part  of 
the  eighteenth  century  is  the  history  of  rapid  and  com- 
prehensive changes  in  almost  every  department  of  the 
nation's  life  —  industrial,  religious,  po- 
Changes  in  litical,  social,  and  intellectual.  As  we 
eighteenth-  advance,  the  England  of  Pope  and  Addi- 
century  son,  now  well-nigh  as  remote  from  our 

England          daily  life  as  that  of  Shakespeare  or  Milton, 
recedes    with    wonderful    swiftness,    and 
through  a  rapid  succession  of  changes  we  pass  into  the 
England  of  today. 


20 

(a)  Mention  three  typewriting  forms  used  for   "artistic  dis- 
play"   (b)  Illustrate  each  form. 

(a)  The  indented,  the  block,  the  extended  or  hanging  form. 


1 6          OFFICE  PRACTICE  AND  BUSINESS  STYLE 
(b)  Indented  form  —  single  spacing. 


TREASURY  DEPARTMENT 

Sixth  Auditor's  Office 

Washington,  D.  C. 

March  29,  1919 
Hon.  Charles  Foster 

Secretary  of  the  Treasury 
Sir: 

I  have  the  honor  to  submit  the  following  report 
of  the  business  operations  of  this  office  during  the 
fiscal  year  ended  August  30,  1918: 

It  affords  me  pleasure  to  inform  you  that  the 
work  of  the  several  branches  of  this  Bureau  is  in  a 
very  satisfactory  condition,  and  fully  up  to  the  re- 
quirements of  the  Department.  In  fact,  in  many  im- 
portant particulars,  it  is  in  a  more  advanced  stage  at 
this  period  of  the  year  than  has  hitherto  been  the  case. 

This  satisfactory  result  has  been  accomplished, 
however,  only  by  the  most  systematic  and  unremitting 
efforts  on  the  part  of  the  officers  and  employees  through- 
out the  entire  Bureau.  The  work  of  this  office  is  al- 
ways on  the  increase  by  reason  of  the  growth  of  the 
postal  service,  while  a  corresponding  increase  of  force 
has  not  been  made. 

The   want   of  additional   clerical   force   has   been 
seriously  felt  in  several  divisions,  but  most  severely 
in  that  branch  of  the  office  in  charge  of  assorting  and 
numbering  the  money  orders  and  postal  notes. 
Respectfully  submitted, 

Auditor 


THE  BUSINESS  LETTER  17 

Indented  form  —  double  spacing. 

LETTERHEAD 

March  24,  1919 
Mrs.  Walter  Bruce  Scott, 
1107  Broadway 

White  Plains,  New  York 

Dear  Madam: 

Replying  to  your  last  communication,  we  are 
very  sorry  that  the  net  has  not  yet  been  delivered. 
Inasmuch  as  the  package  was  forwarded  from  our 
store  promptly  and  correctly  addressed  and  no  request 
to  have  it  insured  was  made,  we  are  unable  to  assume 
responsibility. 

However,  the  postal  authorities  have  been  in- 
structed to  trace  the  shipment,  and  we  hope  that 
through  their  efforts  a  prompt  delivery  will  be  made. 
Yours  very  truly, 

SV 


1 8  OFFICE  PRACTICE  AND  BUSINESS  STYLE 

Block  form  —  indented  paragraphs. 


March  26,  1919 
Lynn  Motor  Car  Company 
62  Park  Street 
Fall  River,  Mass. 

SUBJECT:    LANLEY  COMPLAINT 
Gentlemen: 

Since  writing  you  under  date  of  yesterday  we  have 
been  informed  by  Mr.  James  Lanley  that  the  vibration 
caused  by  your  hammers  is  noticeably  more  violent 
than  heretofore.  He  also  informs  us  that  several  resi- 
dents of  the  neighborhood  have  complained  of  this; 
others  allege  that  the  plaster  in  their  houses  is  beginning 
to  crack  and  peel  off  because  of  the  hammering. 

Mr.  Lanley' s  neighbors  are  willing  to  join  with  him 
in  taking  steps  to  force  the  cessation  of  what  they  claim 
is  becoming  an  unbearable  nuisance.  Mr.  Lanley  does 
not  wish  to  be  unreasonable  in  this  matter,  and  only 
assumed  the  burden  of  taking  the  matter  up  with  you 
because  possibly  the  damage  to  his  house  is  greater 
than  to  any  other,  but  he  does  not  wish  you  to  think 
that  he  is  the  only  one  who  is  annoyed,  and  he  is  willing 
to  settle  the  matter  with  you  upon  any  reasonable  basis. 

We  must,  however,  at  this  time,  respectfully  notify 
you  that  unless  something  definite  in  this  matter  is 
done  on  or  before  next  Monday  we  shall  be  compelled 
to  take  further  proceedings. 

Very  tiuly  yours, 

SV  Secretary 


THE   BUSINESS  LETTER  19 

Second  block  form. 

LETTERHEAD 

May  17,  1921 

Mr.  Harold  Strumpf 
1 66  Street  &  Boston  Rd. 
Bronx,  N.  Y. 

Dear  Sir: 

Your  letter  of  May  9,  addressed  to  our  New  York 

Office,  has  been  referred  to  us  for  further  attention. 

It  is  rather  difficult  for  us  to  give  you  any  definite  sug- 
gestion or  advice  regarding  your  proposition,  but  we 
are  sending  you,  under  separate  cover,  copy  of  our 
General  Catalogue  20  and  would  say  that  it  might  be 
possible  for  us  to  lend  you  original  photographs  of  any 
of  the  illustrations  shown  in  this  catalogue  if  you  find 
that  you  can  make  use  of  them. 

Yours  very  truly, 

THE   WEIS   MANUFACTURING   COMPANY 

R.  H.  Sprague 
LHG 


20          OFFICE  PRACTICE  AND  BUSINESS  STYLE 
Extended  or  hanging  form. 


LETTERHEAD 


July  7,  1921. 
Mr.  Harold  Strumpf 
857  Crotona  Park  N. 
New  York,  N.  Y. 

Dear  Sir: 

Re:  75i48o-Capital  Ins.  Co. 

In  reply  to  your  favor  of  the  seventh  instant,  please 
find  inclosed  our  check  $Ai233<D  for  $14.03  pay- 
able to  the  Capital  Insurance  Company  or  your- 
self, refunding  the  premium  on  the  above  policy, 
sent  to  us  through  error. 

We  had  intended  to  remit  direct  to  the  Capital  In- 
surance Company,  but  have  since  learned  that 
you  sent  them  a  duplicate  check. 

Kindly  receipt  and  return  the  inclosed  voucher. 
Very  truly  yours, 

.    &l. 


.  Metropolitan  Manager. 
WH/CL 
Inc. 


THE   BUSINESS  LETTER  21 

21 

(a)  How  would  you  typewrite  the  heading  of  the  second  page  of 
a  long  letter?  (b)  'illustrate. 

(a)  Type  the  first  page,  stopping  about  one  inch  from  the 
bottom.  Before  continuing  the  second  or  third  sheet,  type- 
write initials  of  the  person  addressed,  at  the  left  margin  of  the 
second  page,  and  place  the  sheet  number  immediately  after 
or  in  the  center.  Date  the  letter  on  the  same  line  at  the  right. 
Do  not  attempt  to  center  long  letters.- 


(W 

Mr.  C.  J.  R.  #2  3/16/22 

are  as  low  as  we  can  possibly  make  them,  and  they  are 
the  same  whether  a  customer  is  buying  only  a  small 
quantity  or  is  buying  thousands  of  dollars'  worth. 
We  are  confident  that,  quality  considered,  you  cannot 
equal  these  prices  elsewhere. 

As  you  have  requested,  we  are  returning  the  en- 
tire list  to  you.  We  believe  that  you  are  really  seeking 
not  a  cheap  plant  but  an  efficient  plant  at  a  low  price, 
and  that  is  what  we  are  offering  you.  We  feel  confident 
also,  that  after  you  have  carefully  considered  the 
whole  matter  and  have  compared  our  prices  with  those 
which  others  are  asking,  you  will  place  this  order  with  us. 

Yours  truly, 

sv 


22          OFFICE  PRACTICE  AND  BUSINESS  STYLE 

22 

(a)   Write    in    proper  form,    with    correct    capitalization    and 
punctuation,  the  given  parts  of  the  following  letters: 

1.  9  orange  st  plymouth  kan  charles  burns  esq  danville  ill 
dear  sir  yours  sincerely  george  brown 

2.  room  58  world  bldg  saginaw  mich  dec  15  1916  messrs 
scudder  and  white  cor  bergen   ave  Warsaw  minn   dear 
sir  yours  truly  Harris  yard  company  John  green  president 

3.  815   Washington  st  huntsville  n  j   the  thrifty  grocery 
store  195  charles  st  la  Fontaine  wis  gentlemen  yours  mr 
george  white 

4.  1856  henry  ave  st  louis  mo  aug  19  1914  mr  corey  director 
of  the  juvenile   actors   show  84  burnside   road   london 
england  dear  sir  yours  sincerely  james  lee 

5.  office  of  harold  walsh  and  co  lawyers  44  wall  st  new 
york  sept  8  owen  brien  46  armitage  ave  bristol  england 
dear  sir  yours  truly 

6.  county  court  house  Johnston  street  Cardiff  wales  april  5 
1907  miss  mary  goodemen  c/o  united  bank  york  Scotland 
sincerely  yours  richard  perkins 

7.  mr  silas  anderson  r  f  d  no  7  moorhead  minn  dear   sir 
yours  truly  bennet  j  nisbet 

8.  miss  nellie  iverson  university  of  ohio  dear  miss  iverson 
yours  sincerely  charles  davis  box  68  bliss  idaho 

9.  mr  h  g  magner  treasurer  union  trust  co  zanesville  ohio 
my  dear  sir 

10.  mr  g  j  proctor  parkview  n  j  dear  sir 

11.  maurice  wall  esq.  president  new  york  new  haven  &  hart- 
ford  ry  new  york  dear  sir 

12.  messrs  j  g  ransom  t  a  wilson  and  the  burnell  committee 
gentlemen 


THE  BUSINESS  LETTER  23 

23 

COMPLIMENTARY    CLOSE 

(a)  Give  the  most  acceptable  complimentary  closes  in  a  business 
letter,  (b)  Give  instances  of  the  use  of  (i)  Respectfully  yours, 
(2)  Respectfully  submitted,  (3)  Sincerely  yours,  and  (4)  Yours 
truly. 

(a)  Yours  truly,  Yours  very  truly,  Truly  yours,  Very  truly 
yours,  Sincerely  yours. 

(b)  (i)  Respectfully  yours  is  more  formal  than  Truly  yours,  and 

is  used  when  writing  to  a  Board  or  Commission,  or  to 
some  one  in  a  position  of  authority,  or  when  request- 
ing a  favor. 

(2)  Respectfully    submitted  is  used  when  submitting  re- 
ports, a  series  of  facts,  or  statements. 

(3)  Sincerely  yours  is  used  when  a  friendly  relation  ex- 
ists between  the  parties,  in  addition  to  the  business 
relation. 

24- 

(a)  Mention  six  qualities  of  a  good  business  letter  and  (b)  briefly 
explain  each. 

(a)  i.  Conciseness          2.  Courtesy  3.  Dignity 

4.  Unity  5.  Emphasis  6.  Coherence 

(b)  i.  Conciseness  or  brevity  is  that  quality  by  which  the 

writer  makes  his  message  complete  in  the  fewest  pos- 
sible words. 

2.  By  courtesy  is  meant  the  proper  respectful  attitude  of 
the  writer  toward  the  reader.     It  includes  tact,  sym- 
pathy with  his  point  of  view,  and  politeness  of  speech. 

3.  Dignity  is  the  quality  in  a  letter  which  represents  the 
writer's    personality,    individuality,    and    character. 
The  language  is  distinctive  and  characteristic  of  that 
particular  writer. 


24  OFFICE  PRACTICE  AND  BUSINESS  STYLE 

4.  Unity  is  that  principle    by  means  of  which  certain 
ideas  which  have  no  bearing  upon  the  message  are 
excluded  and  only  essential  matter  retained. 

5.  By  emphasis  is  meant  the  selection  of  the  more  im- 
portant ideas,  and  devoting  more  time  and  space  to 
them.     Emphasis  may  also  be  secured  by  capitaliza- 
tion, different  ribbon  color,  or  underscoring. 

6.  Coherence  is  the  quality  in  a  letter  by  means  of  which 
one  idea  is  made  to  flow  smoothly   and  logically  into 
another. 

25 

SIGNATURES 

In  what  capacity  may  people  sign  business  letters? 

1.  As  individuals,  for  themselves,  or  for  a  partnership. 

2.  As  agents  signing  for  others. 

3.  As  officials  of  a  corporation  signing  for  the  corporation. 

26 

Illustrate  (a)  two  individual  and  (b)  four  different  partnership 
signatures. 

(a)  John  C.  Calhoun 

J.  Walter  Thompson 

(b)  I.  Williams  &  Smith 

2.  Upton  &  Company 

3.  James  Broder  &  Sons 

4.  Howard  P.  Smith  &  Bros. 

27 

Show  three  different  ways  in  which  an  agent  should  sign  for 
others  so  as  not  to  be  liable  for  d'amages  himself. 

I.    Samuel  Hunter  (in  his  own  handwriting) 

for  THE  ACME  LEATHER  COMPANY  (typewritten) 


THE  BUSINESS  LETTER  25 

2.  THE  ACME  LEATHER  COMPANY        (typewritten) 
By  Samuel  Hunter  (in  his  own  handwriting) 

3.  UNIVERSAL  TYPEWRITER  COMPANY  (typewritten) 
S.  H.  (in  his  own  handwriting) 

28 

How  should  the  following  individuals  sign:  (a)  an  unmarried 
woman,  (b)  a  married  woman,  (c)  a  widow,  (d)  any  woman  signing 
a  legal  document. 

(a)  (Miss)  Jane  Wilson 

(b)  Harriet  R.  Wilson 
(Mrs.  John  Wilson) 

or 
Mrs.  John  Wilson 

(c)  (Mrs.)  Harriet  R.  Wilson 

(d)  Harriet  R.  Wilson 


29 

Show  four  types  of  corporation  signatures. 

1.  THE  ACME  LEATHER  COMPANY     (typewritten) 

John  C.  Feelwell  (written) 

Sales  Manager.  (typewritten) 

2.  THE  ART-TYPE   SHOP  (typewritten) 

John  V.  Walsh  (written) 

President.  (typewritten) 

3.  WALTER  C.  MORRIS  (written) 

President  (typewritten) 

The  Morris  Plan  Co.  (typewritten) 

4.  HOME  INSURANCE  COMPANY  (typewritten) 

John  L.  Hoey  (written) 

John  L.  Hoey  (typewritten) 

Treasurer  (typewritten) 


26          OFFICE  PRACTICE  AND  BUSINESS  STYLE 

30 

ADDITIONAL    DATA 

(a)  How  may  the  reader  of  a  letter  tell  who  the  dictator  and  typist 
of  that  letter  were?     (b)   Why  is  this  knowledge  valuable? 

(a)  The  initials  of  both  the  dictator  and  the  typist  should 
always  appear  in  the  lower  left-hand  corner  of  the  letter,  below 
the  signature.     The  dictator's  initials  are  written  first,  followed 
by  those  of  the  typist. 

(b)  It  fixes  responsibility  for  errors. 


31 

Show  different  ways  in  which  initials  may  be  indicated. 

ABC/ST      ABC-ST      ABC***ST      ABC      ABC/2      SV 

ST 

32 

What  is  the  meaning  of  the  number  in  ABC/2? 

When  a  great  many  stenographers  are  employed,  each  re- 
ceives a  number  which  is  used  instead  of  initials.  In  this  way 
the  work  of  two  stenographers  having  the  same  initials  is 
definitely  known. 

33 

(a)  How  does  a  typist  indicate  that  a  letter  is  to  have  an  in- 
closure?  (b)  Illustrate. 

(a)  The  notation  is  made  below  the  dictator's  initials  in  the 
following  way: 

(b)  Inc.  Inclose-check  Inclosures 

Inclose  check 

contract 


THE  BUSINESS  LETTER  27 

34 

How  should  a  typist  address  a  letter  so  that  the  person  may  re- 
ceive it  promptly  after  delivery? 

The  letter  should  be  addressed  to  the  firm  with  the  proper 
salutation.  Immediately  underneath  the  salutation,  properly 
centered,  and  standing  out  boldly  should  be  typed 

ATTENTION  OF    (name  of  individual  or  dept.) 

or 
Attention  of  (name  of  individual  or  dept.) 

35 

(a)  What  is  meant  by  reference  forms?  (b)  What  is  the  pur- 
pose of  a  reference  form?  (c)  Give  five  illustrations  of  common 
reference  forms. 

(a)  Reference  forms  are  notations  made  at  the  top  of  the 
letter  to  call  the  attention  of  the  reader  to  certain  matters  of 
importance  to  the  writer,  though  bearing  no  relation  to  the 
message  in  the  letter. 

(b)  Reference  forms  facilitate  the  writer's  proper  filing  and 
classification  of  the  answers  to  the  letters. 

(c)  I.  Reply  to Department. 

2.  When  replying  please  mention  165. 

3.  Please  refer  to  file  number  15. 

4.  Mention  H.  S.  in  your  reply. 

5.  Please  quote  RT  when  replying. 

36 

What  attention  should  a  correspondent  give  to  reference  requests? 

A  correspondent  should  comply  with  any  such  request  be- 
cause it  saves  the  time  of  the  file  clerk  in  the  employ  of  the 
writer.  Such  courtesy  is  appreciated  by  the  writer  of  the  letter. 


28  OFFICE  PRACTICE  AND   BUSINESS  STYLE 

37 

What  punctuation  sign  should  always  appear  after  the  date 
line? 

A  period. 

38 

(a)  What  accepted  punctuation  generally  follows  salutations? 
(b)  What  capitalization  should  be  observed  in  writing  a  saluta- 
tion of  more  than  one  word?  Illustrate. 

(a)  When  business  or  social  letters  are  written,  a  colon  only 
should  be  used.     (Some  firms  still  use  the  old-fashioned  colon 
and  dash  (: — )  or  comma  and  dash  (, — ). 

(b)  Only  the  first  and  last  word  should  be  capitalized.     My 
dear  Sir: 


39 

(a)  What  part  of  the  complimentary  close  should  be  capitalized? 
(b)  What  punctuation  is  used  after  the  complimentary  close? 

(a)  Only  the  first  word. 

(b)  A  comma. 

40 

Give  six  general  directions  for  composing  letters. 

1.  Letters  concerning  one's  own  interest  and  requiring  a 
reply   should   be   accompanied   by   a   self-addressed   stamped 
envelope. 

2.  Replies  to  letters  should  be  made  without  delay. 

3.  Lead  pencil  writing  is  not  acceptable. 

4.  Sarcasm  in  letters  should  be  avoided. 

5.  Abbreviations  should  be  avoided  in  the  body  of  a  letter 
(except  when  ordering  merchandise);  quantities  such  as  bbl., 
bu.,  oz.,  are  abbreviated. 

6.  Avoid  the  use  of  the  sign  &  except  in  corporate  names. 


THE  BUSINESS  LETTER 


29 


ENVELOPES 

What  kinds  of  envelopes  are  most  commonly  used  for  corre- 
spondence? 

1.  The  commercial  size  known  as  number  6>£  (size  3^"  x  6>£ 
inches).     Any  other  size  would  not  take  the  ordinary  business 
letter. 

2.  The  official,  or  document,  size  4x9. 

3.  The  legal  size  4  x  10. 

42 

Illustrate  by  diagram  the  proper  folding  of  (a)  the  commercial 
and  (b)  official  and  legal  size  letters. 

(a)    I.  Place  the  sheet  flat  on  the  desk. 

2.  Fold  the  sheet  from  the  bottom  toward  the  top,  bring- 
ing the  lower  edge  not  quite  up  to  the  top.     (Fig.  I.) 


FIG.  I. 


FIG.  2. 


FIG.  3. 


3.  Make  a  fold  from  right  to  left  at  less  than  one- third 
of  the  width  of  the  sheet.     (Fig.  2.) 

4.  Fold  from  left  to  right.     (Fig.  3.) 

5.  Place  the  envelope  to  the  left  of  the  folded  letter  and 
slip  the  letter  into  envelope. 

1.  Place  the  sheet  flat  on  the  desk.     (Fig.  I.) 

2.  Fold  the  sheet  one-third  from  the  bottom   upward. 
(Fig.  2.) 


OFFICE  PRACTICE  AND  BUSINESS  STYLE 

3.  Fold  the  remaining  third  from  the  top  downward. 
(Fig.  3-) 

4.  Turn  top  edge  toward  the  right  and  with  the  envelope 
held  in  the  left  hand  slip  the  letter  into  the  envelope. 


FIG.    2. 


FIG.    I. 


FIG.    3. 


43 

What  three  important  items  should  appear  in  the  superscription 
(address  on  the  envelope}? 

1.  The  name  of  the  person  who  is  to  receive  the  letter. 

2.  Street  and  number  (if  in  a  city). 

3.  City  and  state. 


THE  BUSINESS  LETTER  31 

44 

(a)  How  may  the  return  of  a  letter  be  made  easy  if  the  person 
addressed  cannot  be  located?  (b)  What  other  information  does 
the  Post-office  Department  permit  on  the  envelope?  (c)  Where 
should  this  be  placed? 

(a)  Every  envelope  which  is  mailed  should  bear  in  the  upper 
left-hand  corner  the  name  and  address  of  the  sender.     This  is 
called  the  return  card. 

(b)  Attention  of  (name),  when  the  person  is  an  employee  or 
a  member  of  the  firm. 

Dept.  K,  when  the  letter  is  intended  for  a  particular 
department. 

c/o  Jones,  when  the  letter  is  addressed  to  a  person  having 
no  address  of  his  own. 

General  Delivery,  when  the  person  addressed  calls  for  his 
mail  at  the  post  office. 

Please  forward,  when,  because  of  a  temporary  change  of 
address,  his  mail  is  to  follow. 

(c)  In  the  lower  left-hand  corner. 

45 

(a)  What  spacings  may  be  used  for  the  envelope  address? 
(b)  Explain  each  of  these.  (c)  Where  should  the  name  line  be 
written? 

(a)  Single  or  double  spacing. 

(b)  When  single  spacing  is  employed  the  three  lines  of  the 
address  should  begin  at  the  same  figure  on  the  typewriter  scale 
and  the  name  of  the  state  should  be  capitalized  to  make  the 
address  more  legible  to  the  postal  employees.     When  double 
spacing  is  employed  it  is  better  to  indent  each  line  five  spaces 
more  than  the  preceding  line. 

(c)  The  name  line  should  be    written  in  the  middle  of  the 
envelope  as  if  that  were  the  only  writing  to  go  on  the  face  of 
the  envelope. 


32          OFFICE  PRACTICE  AND  BUSINESS  STYLE 

46 

(a)  Show  four  forms  of  properly  addressed  envelopes,  (b)  How 
can  the  typist  cooperate  with  the  post  office  when  addressing  mail 
to  a  large  office  building? 


Mr.  Rufus  P.  Ayres 

c/o  The  Garrison  House 
Big  Indian,  N.  Y. 


P.  O.  Box  92 


Che  new  $o*k  Cons?puatopy  of  music 

1103    BOSTON   ROAD 

NEW  YORK  CITY 


Mr.  Andrew  W.  Davis 
134  North  Beech  Street 
Williamstown,  Mass. 


THE  BUSINESS  LETTER  33 


0*  piper 


MORRIS    HIGH    SCHOOL 
BOSTON  ROAD  &  1 66  ST. 
BRONX,  N.  Y. 


The  New  York  Telephone  Co. 
456  East  Tremont  Avenue 
New  York  City 


Mr.  William  P.  Ayres 
116  Morningside  Park  E. 
New  York,  N.  Y. 


Mail  for  delivery  in  large  office  and  business  buildings  is 
subject  to  possible  delay  because  of  the  absence  of  the  room 
number  included  in  the  address. 


34  OFFICE  PRACTICE  AND  BUSINESS  STYLE 

Cooperate  with  the  post  office  in  improving  the  service  by 
including  the  room  number  in  the  address  on  letter  heads, 
envelopes,  and  in  advertisements,  and  request  correspondents 
to  address  mail  in  that  manner. 


JOHN   DOE 

574  Equitable  Building, 
1 20  Broadway, 
New  York,  N.  Y. 


47 

EXERCISE    IN    ADDRESSING    ENVELOPES    AND    POSTAL    CARDS 

Using  the  following  addresses,  write  envelopes  in  accordance  with 
the  model  forms  given  in  answer  on  pages  33  and  34.  Use  careful 
discrimination  in  the  use  of  capitals,  abbreviations,  and  punctuation. 

Herman  M.  Elkan  Certified  Public  Accountant  758  Kelly  St. 

New  York  N.  Y. 

Aalholm  &  Hopkins  Holmes  Washington 
Abandsey  Company  287  Winthrop  Avenue  New  York  N  Y 
Abbe  Engineering  Company  245  Paterson  Avenue   New  York 

NY 
Accountancy    Publishing    Company    709     E    Kalow    Avenue 

Raines  Tenn 

Ace  High  Magazine  Batavia  N  Y 
Mary  Alden  2746  Prairie  Avenue  Susquehanna  Pa 


THE  BUSINESS  LETTER  35 

Barnes  Knitting  Corporation  857  Luella  Place  Schenectady  N  Y 

Isidor  Barrick  Crystal  City  Texas 

Beal  Burrows  Dry  Goods  Company    1927  Sangamon  Street 

Muncie  Ind 

Edward  B  Beckett  1008  Ewing  Place  Pennsville  N  J 
F  L  Boehmoke  &  Company  Rosemont  Colo 
Bogart  Piano  Company  473  Ballow  Street  Keystone  la 
Century  Cork  Company  Butler  N  J 

Century  Textile  Company  847  Bryn  Terrace  Albany  N  Y 
Chemical  Laboratories  of  N  Y  Meadowdale  N  Y 
City  Island  Yacht  Club  273  City  Island  N  Y 
Clancy  Realty  Company  999  Claradon  Avenue  Rockford  Tenn 
Clothing  Designer  Company  989  Hinsche  Street  Needles  Calif 
De  Lancey  School  695  Minerva  Place  Albany  N  Y 
Wm  Delatour  964  Honore  Street  Muncie  Ind 
De  Lux  Pastry  Parlor  227  Ewing  Place  Needles  Calif 
Demmerle  &  Company  Pennsville  N  J 
Robert  Dennis  485  Ballow  Street  Natrona  Pa 
Diamond  Glassware  Company  8273  Monticello  Avenue  Grass- 
valley  Calif 

Dillingham  Brothers  Schuylerville  N  Y 
John  Dwyer  784  Harvard  Avenue  Helena  Mont 
Emerson  Shoe  Company  Clarksville  Tenn 
Empire  Burglar  Alarm  Company  Reading  Kans 
Empress  Theatre  736  Mott  Avenue  Dayton  Tenn 
Engineers  &  Contractors  Equipment  Company  Baylis  111 
Ericsson  Manufacturing  Company  Yorkshire  Ohio 
Herman  Essman  Lakewood  Mich 
Ever  Ready  Aluminum  Company  Arcadia  La 
Famous  Novelty  Company  784  Laramie  Avenue  Philadelphia  Pa 
Farm  &  Ranch  784  S  Avers  Avenue  Chicago  111 
Fashion  Jewelry  Company  997  Marengo  Street  Tracy  Colo 
Federal  Embroidery  Works  784  N  Ashland  Avenue  Los  Angeles 
Calif 


36          OFFICE  PRACTICE  AND  BUSINESS  STYLE 

Louis  A  Felber  94  Lincoln  Street  Cedar  Rapids  la 

Charles  Foster  7845  Sawyer  Avenue  Detroit  Mich 

Wm  Gariz  534  Campbell  Avenue  Saint  Joseph  Mich 

Garment  Center  Realty  Company  Jonestown  Miss 

Garment  Exchange  Inc  Barles  Ky 

General  Paper  Company  Sterling  Idaho 

Gibraltar  Products  Company  465  Lemoyne  Avenue  Oberlin  Ohio 

Globe  Coupon  Exchange  Ireland  W  Va 

Charles  Gysin  P  O  Box  974  Warren  Arizona 

Maud  Haas  in  Broadway  New  York  N  Y 

Hale  Company  15  Park  Row  Grand  Rapids  Mich 

Samuel  Halsey  50  Pine  Street  Keystone  la 

John  Hammill  104  W  101  Street  Glenellyn  111 


(a)  What  is  meant  by  a  "window  envelope"?     Give  (b)  an  ad- 
vantage and  (c)  a  disadvantage  in  the  use  of  a  window  envelope. 


w  nor  B«uvc«W  m  rtvt  o»r«  Henri*  TO 

Iljr  <&«99  iJublisfjhtg  Co. 

886  FIFTH  AVENUE 
NEW  YORK,      -      N.  Y. 


(a)  A  window  envelope  is  one  through  which  only   the  ad- 
-dress  typed  on  the  inclosure  becomes  visible. 

(b)  It  saves  time  required  in  addressing  the  envelope. 

(c)  It  requires  a  special  form  of  folding. 


THE  BUSINESS  LETTER  37 

49 

WORD   DIVISION 

How  are  words  divided  at  the  ends  of  lines?     Illustrate. 

1.  Words  of  one  syllable  should  not  be  divided.     Ex.  though, 
strength,  bought. 

2.  If  in    doubt    divide    according   to    pronunciation.     Ex. 
Ex-cursion,  gon-dola,  na-tion,  knowl-edge. 

3.  Do  not  divide  such  words  as  nothing,  also,  besides,  thorough. 

4.  Do  not  divide  names,  numbers,  or  abbreviations. 

5.  Words  of  only  four  letters  even  though  having  more 
than  one  syllable  should  not  be  divided.      Ex.  only,  obey,  many, 
against. 

6.  Divide  between  a  prefix  and  the  letter  following  it.     Ex. 
Be-tween. 

7.  Divide  between  a  suffix  and  the  letter  preceding  it.     Ex. 
lov-ing,  judg-ment,  invit-ed. 

8.  When  consonants  are  doubled,  divide  between  the  two 
letters.     Ex.  rub-ber,  oc-casion. 

9.  Th-sh-ch    when    sounded    as    one    consonant    (called    a 
digraph)  cannot  be  divided.    Ex.  Cath-olic,  rash-ness,  watch-ing. 

10.  Words  which,  according  to  pronunciation,  may  be  di- 
vided before  or  after  a  vowel  should  be  divided  after  the  vowel. 
Ex.  criti-cize,  medi-ta-tive. 

'      50 

SINGLE    AND    SEPARATE    WORDS 

Give  a  list  of  words  (a)  always  written  as  one,  (b)  always 
written  separately,  and  (c)  always  compounded. 

(a)  Words  always  written  as  one: 

already  nowhere  bimonthly 

always  nobody  northeast 

nothing  altogether  postscript 

everybody  everywhere  midwinter 


38           OFFICE  PRACTICE  AND  BUSINESS   STYLE 

although  something  bookkeeper 

anything  everything  misspelling 

forever  somehow                     somebody 

somewhere  clerkship                     schoolroom 

anybody  midday  semiannual 

anywhere  midnight 

(b)  Words  always  written  separately: 

all  ready  some  one  every  one 

all  right  no  one  by  and  by 

any  time  en  route  by  the  way 

any  one  per  cent.  one  hundred 

(c)  The  following  expressions  are  always  compounded: 


business-like 

by-product 

by-laws 

cross-purpose 

cross-stitch 

good-by 

cross-question 

ex-president 

half-round 

father-in-law 

half-yearly 

half-mast 

plain-spoken 

labor-saving 

title-page 

post-office  (adj.)         up-to-date  well-read 


5' 

FIGURES 

(a)  How  would  you  write  a  number  at  the  beginning  of  a  sen- 
tence? (b)  How  are  numbers  of  measure,  quantity,  or  weight 
written?  Illustrate,  (c)  How  are  numbers  written  in  technical 
matter? 

(a)  Numbers  should  be  spelled    out  at  the  beginning  of  a 
sentence. 

(b)  Figures  should  always  be  used. 
The  lot  is  50  by  no  feet. 

Our  Mazdas  are  70  candlepower. 


THE   BUSINESS  LETTER  39 

We  have  only  5-lb.  bags  in  stock. 

He  is  1 6  years  old  to-day. 

The  subscription  price  is  50^,  $2.50  a  year. 

Come  to  the  office  at  3  p.m.  (three  o'clock). 

(c)  Roman  or  Arabic  figures  are  used  in  statistics,  tabula- 
tions, chapters,  and  pages. 

52 

(a)  When  two  numbers  are  used  successively,  how  are  they 
written?  Illustrate,  (b)  When  the  word  " number"  or  "  per  cent."  is 
used  with  numbers,  how  should  the  numbers  be  written?  Illustrate. 

(a)  One  set  should  be  written  in  figures  and  the  other  spelled 
out. 

Ex.  In  1922,  3  million  soldiers  were  awarded  bonuses  by 
Congress.  (Wrong.)  In  1922  Congress  awarded  bonuses  to 
three  million  soldiers.  (Right.) 

(b)  When  these  words  are  spelled  out  the  amount  is  spelled 
out.     When  the  abbreviation  is  used  the  figure  is  used. 

Ex.   No.  5,  #5,5%,  Number  five,  Five  per  cent. 

S3 
(a)  How  are  fractions  written?     (b)  Illustrate. 

(a)  Fractions  are  written  out,  unless  a  mixed  number  is  used. 

(b)  Fraction:  One-fourth — mixed  number:  2j. 

54 

(a)  How  are  sums  of  money  written?     Illustrate. 

They  should  be  expressed  in  figures  followed  by  the  sign  j£, 
in  sums  less  than  one  dollar.  In  sums  over  a  dollar  figures  are 
used.  In  legal  papers  figures  are  written  in  parentheses  follow- 
ing the  written  words.  When  the  amount  consists  of  dollars 
and  cents,  figures  are  used. 

(b)  54&  $3.12,  Five  Hundred  Dollars  ($500). 


40  OFFICE   PRACTICE  AND  BUSINESS  STYLE 

55 

(a)  How  are  numbered  pages,  rooms,  registers  written? 
lustrate. 

(a)  These  are  always  written  in  figures. 

(b)  Turn  to  pp.  14  and  15. 

See  Miss  Jones  in  room  122. 
The  register  of  this  class  is  42. 


ri- 


56 

ABBREVIATIONS 

(a)  What  states  and  territories  are  not  abbreviated? 
states  and  territories  are  abbreviated?     Illustrate. 


(b)   What 


(a)  Alaska           Hawaii 

Iowa            Ohio 

Samoa 

Guam            Idaho 

Maine          Oregon 

Utah 

(b)  Alabama 

Ala. 

Massachusetts 

Mass. 

Arizona 

Ariz. 

Michigan 

Mich. 

Arkansas     . 

Ark. 

Minnesota     . 

Minn. 

California    . 

Calif. 

Mississippi    . 

Miss. 

Colorado 

Colo. 

Missouri 

Mo. 

Connecticut 

Conn. 

Montana 

Mont. 

Delaware     . 

Del. 

Nebraska 

Nebr. 

Dist.  of  Columbia  . 

D.  C. 

Nevada    . 

Nev. 

Florida  .... 

Fla. 

New  Hampshire 

N.  H. 

Georgia 

Ga. 

New  Jersey  . 

N.J. 

Illinois  .... 

111. 

New  Mexico 

N.  Mex. 

Indiana 

Ind. 

New  York 

N.  Y. 

Kansas  .... 

Kans. 

North  Carolina  . 

N.  C. 

Kentucky    . 

Ky. 

North  Dakota    . 

N.  Dak. 

Louisiana    . 

La. 

Oklahoma      . 

Okla. 

Maryland    . 

Md. 

Pennsylvania 

Pa. 

THE  BUSINESS  LETTER 


Rhode  Island 

.   R.I. 

Virginia   . 

.  Va. 

South  Carolina 

.   S.C. 

Washington  . 

.   Wash. 

South  Dakota 

.   S.  Dak. 

West  Virginia 

.   W.  Va 

Tennessee 

.   Tenn. 

Wisconsin 

.   Wis. 

Texas 

.  Tex. 

Wyoming 

.  Wyo. 

Vermont 

.  Vt. 

57 

(a)  What  months  are  not  abbreviated?  (b)  What  months'  are 
abbreviated?  (c)  Give  the  correct  abbreviations  of  the  days  of  the 
week. 

(a)  May,  June,  July. 

(b)  Jan.,  Feb.,  Mar.,  Apr.,  Aug.,  Sept.,  Oct.,  Nov.,  Dec. 

(c)  Sun.,  Mon.,  Tues.,  Wed.,  Thurs.,  Fri.,  Sat. 

5* 

Give  a  list  of  the  most  commonly  used  abbreviations  with  their 
meanings. 

A 

A  I — first  quality 
A.B.  (B.A.)— Bachelor  of  Arts 
A.D.  (Anno  Domini) — In  the  year  of 

our  Lord 
agt. — agent 
A.M.  (a.m.)  (ante  meridian) — before 

noon 

amt. — amount 
anon. — anonymous 
ans. — answer 
art. — article 
assn. — association 
asst. — assistant 
atty. — attorney 
ave. — avenue 


B 

bal. — balance 
B.C. — before  Christ 


B.L.— bill  of  lading 

bldg. — building 

B.S. — Bachelor  of  Science 

B/S— bill  of  sale 

Bro. — Brother 

bu. — bushel 

C 

C.  (Centum) — one  hundred 
Capt. — Captain 
C.E. — Civil  Engineer 
cf. — compare 
cm. — centimeter 
Co. — company;  county 
c/o — in  care  of 
C.O.D. — cash  on  delivery 
C.P.A.— Certified  Public  Accountant 
cr. — creditor;  credit 
cts. — cents 
cwt. — hundredweight 


OFFICE   PRACTICE  AND  BUSINESS   STYLE 


D 

D.D. — Doctor  of  Divinity 
dept. — department 
dis. — discount 
Dist. — District 
do. — ditto  (the  same) 
doz. — dozen 
Dr. — Doctor;  debtor 

E 

E.— East 
ea. — each 

ed. — editor;  edition 
e.g.  (exempli  gratia) — for  example 
Eng. — English;  England 
Esq. — Esquire 
et  al.  (et  alii) — and  others 
etc.  (et  cetera) — and  so  forth 

F 

fig. — figure 

f.o.b. — free  on  board 

fgt. — freight 

ft. — foot;  feet 

G 

gal. — gallon 
Govt. — Government 

H 

hdkf.— handkerchief 

hhd.— hogshead 

Hon. — Honorable 

H.P. — horsepower;  half  pay 

hr. — hour 

I 

ib  (ibid.)  (ibidem) — in  the  same  place 
i.e.  (id  est) — that  is 
Inc. — Incorporated 
ins. — insurance 
inst.  (instant) — this  month 
int. — interest 
inv. — invoice 
invt. — inventory 


Jr. — Junior 


Ib. — pound 

LL.D. — Doctor  of  Laws 

Ltd. — Limited 

M 

M. — noon;  thousand 
Maj. — Major 

M.  C.— Member  of  Congress 
M.D. — Doctor  of  Medicine 
mdse.— merchandise 
memo. — memorandum 
Messrs.  (Messieurs) — Gentlemen;  Sirs 
mfg. — manufacturing 
mgr. — manager 
min. — minute 
Mme. — Madame 
mo. — month 
Mr. — Mister 
Mrs. — Mistress 
m.s.  (M.S.) — manuscript 
m.s.s.  (MSS.) — manuscripts 
mt. — mountain 

N 

N—  North 
N.W.— Northwest 
Nat. — National 
N.B.    (nota   bene)— Note  well;   take 

notice 
no. — number 

0 

Oct. — October 
O.K.— all  right 
oz. — ounce 

P 

p.— page 

pp.— pages 

per  an. — by  the  year 


THE  BUSINESS  LETTER 


43 


per  cent,  (per  centum) — by  the  hun- 
dred 

Ph.D. — Doctor  of  Philosophy 

pkg.— package 

plff. — plaintiff 

p.m.  (P.M.)  (post  meridian) — after- 
noon 

P.O.— Post  Office 

pr. — pair 

Pres. — President 

Prof. — Professor 

prox.  (proximo) — next  month 

P.S. — postscript 

pub. — publisher 

pwt. — pennyweight 

Q 

qt. — quart 

R 

Rep. — Republican 
Rev. — Reverend 
rm. — ream 
Ry. — Railway 

S 

S. — South 
S.E. — Southeast 


S.W.— Southwest 

ss.  (scilicet) — to  wit;  as  follows 

sec. — secretary 

sect. — section 

St. — street;  Saint 

Supt. — Superintendent 

T 

Tp. — Township 
treas. — treasurer 

U 

ult.  (ultimo) — last  month 
Univ. — University 
U.S.M.— United  States  Mail  (Marine) 

V 

via — by  the  way  of 
viz.  (videlicet) — namely;  to  wit 
vs.  (versus) — against 
vol. — volume 

W 

W.— West 
W/B— Waybill 

Y 

yd. — yard 
yr. — year 


What   words    are   not 
(c)  How  would  you  write  geographical  and  historical 


59 

CAPITALIZATION 

(a)   What   words    are   capitalized?     (b) 
capitalized? 
localities? 

(a  and  b)  Capitalize  words  indicating  a  particular  person,  or 
thing,  but  do  not  capitalize  words  used  to  denote  a  general 
class.  If  in  doubt,  do  not  capitalize. 

(c)  All  geographical  and  historical  places  are  capitalized. 
Illustration:  Cape  of  Good  Hope;  Flanders  Field. 

60 

(a)  Which  words  in  a  title  are  written  in  capitals?  (b)  Illus- 
trate. 


44  OFFICE  PRACTICE  AND  BUSINESS  STYLE 

(a)  Every  important  word  in  the  title  of  an  essay,  book, 
magazine,  or  paper  should  be  capitalized. 

(b)  The  New  York  Times;  A  Treatise  Proving  that  Man  is 
Descended  from  the  Ape;  Pride  and  Prejudice. 

61 

What  words  must  be  capitalized  in  writing  resolutions?  Illus- 
trate. 

Resolutions  introduced  by  Whereas  or  Resolved  should  have 
the  next  word  begin  with  a  capital. 
Whereas,  It  has  pleased,  etc. 
Resolved,  That  the  election,  etc. 

62 

What  is  the  rule  regarding  capitalization  of  a  quotation?  Illus- 
trate. 

The  first  word  of  every  complete  direct  quotation  should  be 
capitalized. 

The  speaker  then  announced,  "Mr.  Johnson  has  just  arrived." 
"The  more  you  look,"  he  continued,  "the  less  you  see." 

63 

How  would  you  write  words  indicating  direction?     Illustrate. 

Words  indicating  direction  are  never  capitalized.  When 
they  indicate  sections  of  a  country,  they  are  written  with 
capitals. 

The  sun  rises  in  the  east  and  sets  in  the  west. 

The  South  fought  the  North  bitterly  for  four  long  years. 


(a)   What  is  the  procedure  in  writing  words  referring  to  the 
Deity?     (b)  Illustrate  in  a  sentence. 

(a)  All  names  of  God  and  all  pronouns  used  for  such  names 
are  capitalized. 


THE  BUSINESS  LETTER 


45 


(b)  And  the  prophet  exhorted,  "Let  us  bend  our  heads  in 
prayer  and  thank  Jehovah  for  His  mercy." 

65 

(a)  How  are  nicknames  written?     (b)  Give  examples. 

(a)  Nicknames,  popular,  or  fanciful,  names  should  be  capital- 
ized. 

(b)  Maid  of  Orleans;  Windy  City;  Bay  State;  Old  Hickory. 

66 

(a)  How  should  a.m.  and  p.m.  be  written? 

(a)  No  capitalization  is  required  for  these  abbreviations  or 
for  c.  o.  d.  and  f.  o.  b.,  although  they  are  commonly  written  as 
capitals. 

6? 

PUNCTUATION 

(a)  Give  the  names  and  symbols  of  the  seven  most  commonly 
used  punctuation  marks,  (b)  Name  several  other  marks  of  punctu- 
ation and  their  uses. 

(a)  period  (  .  ) 
comma  (  ,  ) 
interrogation  ("  ? ) 
exclamation  (  !  ) 
semicolon 
quotation 

colon 

(b)  Dash 


Parentheses 

Brackets 

Apostrophe 

Hyphen 


for  abruptness  in  changing  from 

one  idea  to  another 
for  explanatory  material 
like  parentheses 
for  possession,  omission  of  letters, 

plurals  of  numbers 
for  word  division,  for  compound 

words 


46          OFFICE   PRACTICE  AND  BUSINESS  STYLE 

Underscore          ( — )     for  emphasis 

Period  series  (...)     for  omission  of  unimportant  words 

Ellipsis  ( )     for  omission  of  letters  in  a  name 

Asterisk  (*****)     for  omission  of  letters  in  a  name 

Section  (  § )     for  beginning  a  new  subject  or  part 

of  chapter 

Caret  (  A  )     for  omission  to  be  inserted 

Ditto  ( "  )     for   repetition   of  words    directly 

above 
Dagger  (  f  )     for  calling  attention  to  a  foot-note 

68 
Mention  three  important  uses  of  the  period  and  illustrate  each. 

1.  After  a  statement  of  fact.     He  came,  he  saw,  he  con- 
quered. 

2.  After  an  abbreviation.     Hon.;  Mr. 

3.  After  the  date  in  a  letter.     Jan.  5,  1922. 

69 

Give  eight  rules  for  the  use  of  the  comma.     Illustrate. 

1.  To  prevent  ambiguity. 

This  man,  said  the  lawyer,  is  a  culprit. 

2.  To  separate  words  or  phrases  in  a  series. 

Yale,  Brown,  and  Harvard  are  well-known  New  England 
universities. 

3.  To  separate  expressions  which  have  no  direct  bearing  on 
the  thought. 

In  his  speech,  however,  he  spoke  of  his  wealth. 

4.  To  indicate  the  omission  of  a  word  or  words. 

Roosevelt  was  President  eight  years;  Taft,  four. 

5.  To  set  off  expressions  in  apposition  from  the  rest  of  the 
sentence. 

Lincoln,  the  rail  splitter,  was  known  everywhere. 

6.  To  set  off  yes  and  no,  and  the  interjection  Oh,  from  the 
rest  of  the  sentence. 


THE  BUSINESS  LETTER  47 

No,  I  cannot  accept  your  proposition. 

7.  To  separate  long  numbers  into  groups,  and  to  separate 
two  numbers. 

26,153,618;   April  15,  1922. 

8.  To  separate  a  direct  quotation  of  not  more  than  a  sen- 
tence from  the  words  that  introduce  it. 

He  shouted  to  the  crew,  "Launch  the  port  boats." 

70 

Give  two  uses  of  the  semicolon.     Illustrate. 

To  separate  independent  elements  of  a  compound  sentence 
when  not  joined  by  a  conjunction.  Example:  Fold  the  bottom 
edge  upward  and  crease;  then  fold  over  the  right  edge. 

A  semicolon  precedes  viz.,  that  is,  i.e.,  when  a  series  of  par- 
ticulars follows.  Example:  He  sent  two  kinds  of  messengers; 
viz.,  women  and  children. 


Mention  three  uses  of  the  colon. 

1.  Always  used  after  a  business  salutation. 

2.  After  the  words,  as  follows,  the  following,  when  a  long  list 
follows. 

3.  It  precedes  the  formal  introduction  to  a  quotation. 

72 

Give  two  rules  governing  the  use  of  the  hyphen.     Give  one  ex- 
ception. 

1.  Hyphenate  two  or  more  words  combined  into  an  adjective 
preceding  a  noun.     Example:  Spanish-speaking  countries;  well- 
known  author. 

2.  Hyphenate  fractional  numbers,   spelled  out.     Example: 
three-fourths;  one-half. 

Omit  the  hyphen  from  today,  tonight,  tomorrow.     (This  is 
more  acceptable  in  modern  business  literature.) 


48 


OFFICE  PRACTICE  AND  BUSINESS  STYLE 


73 

PROOF  READING 
CORRECTING  ROUGH  DRAFT 

(a)  What  are  proof  readers'  marks?     (b)  Explain  how  proof 
marks  are  used?     (c)  Make  a  list  of  those  most  frequently  used. 

(a)  They  are  signs  made  by  proof  readers  to  indicate  that 
certain  changes  are  to  be  made  in  the  printers'  proof. 

(b)  Proof  marks  are  made  in  the  left  margin  beside  the  line 
containing  the  error,  indicating  the  kind  of  correction  to  be 
made,  and  an  additional  mark  (to  attract  the  eye)  at  the  place 
of  error  in  the  text. 


(c)   In  the  margin: 
8 

a 


o 

stet 


Eq. 

X 

J^ 

1f 
no 


In  the  text: 

i 
i 
I 


Omit 

Indent 

Use  lower  case 

common  type 

Turn  an  inverted  letter 

Let  it  remain  as  it 
originally  was 

Insert  an  omission 

Leave  no  space 

Leave  more  space 

Equalize  the  spacing 

Straighten  the  line 

Broken  type 

A  quad  that  stands  up 

New  paragraph 

Continue  in  same  para- 
graph 

Insert  a  hyphen 

Insert  a  period 

Insert  an  apostrophe 


THE  BUSINESS  LETTER                           49 

"  >:  A               Insert  quotations 

cap  EE/              Use  capitals 

[  ]  [  ]              Bring  to  right  or  left 

tr./  **             Transpose 

ital.  —              Set  in  italics 

wf.  |/               Change  type  (wrong 

font) 

Rom.  Set  in  Roman 


74 

Give  an  example  of  (a)  a  marked  proof  of  an  uncorrected  page  and 
(b)  a  proof  of  the  same  page  corrected. 

(a)  MARKED  PROOF  OF  UNCORRECTED  PAGE 


hero  as  divinity,  the  hero  as  prophet,  are  pro- 
\tductions  of  old  ages,  not  tojbe  repeated  in  the  new.        - 
hey    presuppose    a   certain  rudeness  of  conception  ^  / 
which  the  progress  of  mere  scientific  knowledge  puts     ' 
an/  end  to.    There  needs  to  be,  as  it  were,  a  world 
j^vacant,^almost  vacant  of  scientific  forms,  if  men  in 
their  loving  wonder  are  to  fancy  their  fellow-man 
either  a  god  or  one  speaking  wjth  the  voice  of  a  god. 
Divinity  and  prophet  are  past.    We  are  no^  to  see  our 
hero  in  the  less  ambitious,  but  alsoless  questionable, 
character  of  poet;  a  character  which  does  not  pass. 
Of  The  poet  is  a  heroic  figure  belonging  to  all  ages;  whom 
-/T  all  ag^s  possess,  f5rTce|whenJ  he  is  produced,  jj^hom 
the  newest  age  as  the  oldest  may  produce  —  and  will  pro- 
duce, always  when  nature  pleases.  >tet  nature  send  a 
hero-soul;  in  no  age  is  it  Other  than  possible  that  he 
be  shaped  into  poet. 

—CARLYLE/  Heroes  and  Hero  Worship.  -> 


50  OFFICE   PRACTICE  AND  BUSINESS   STYLE 


(b)  PROOF  OF  CORRECTED  PAGE 

The  hero  as  divinity,  the  hero  as  prophet,  are  produc- 
tions of  old  ages,  not  to  be  repeated  in  the  new.  They 
presuppose  a  certain  rudeness  of  conception,  which  the 
progress  of  mere  scientific  knowledge  puts  an  end  to. 
There  needs  to  be,  as  it  were,  a  world  vacant,  or  almost 
vacant  of  scientific  forms,  if  men  in  their  loving  wonder 
are  to  fancy  their  fellow-man  either  a  god  or  one  speak- 
ing with  the  voice  of  a  god.  Divinity  and  prophet  are 
past.  We  are  now  to  see  our  hero  in  the  less  ambitious, 
but  also  less  questionable,  character  of  poet;  a  character 
which  does  not  pass.  The  poet  is  a  heroic  figure  be- 
longing to  all  ages;  whom  all  ages  possess,  when  once 
he  is  produced,  whom  the  newest  age  as  the  oldest 
may  produce — and  will  produce,  always  when  nature 
pleases.  Let  nature  send  a  hero-soul;  in  no  age  is  it 
other  than  possible  that  he  may  be  shaped  into  a  poet. 
— CARLYLE:  Heroes  and  Hero  Worship. 


THE   BUSINESS  LETTER 


(c)  Without  changing  the  phraseology,  make  a  correct  copy  of 
the  following  rough  draft: 


To  our  Patrons 


/ 


to  be  &\/Q),  in  spite  of  the  continued  increase  in 
cost,  to  continue  the  low  prices.  The  many  la-rge 


contracts^with  our  mills  have  been-  filled  and  we 
tnust/now)pay  the  advanced  price  in  the  open  market 


— 

(As   quoted  irTVBe~rlce  list   herewit^jfrices 

o/  our  papers/have  been  advanced.  x7>£uality~of  our 

^ 
hence,   in  our  judgment,   it 


best  ana  most  economical  to  buy  the  better 


52          OFFICE  PRACTICE  AND  BUSINESS  STYLE 


(«*) 

New  York,  January  18,  1919, 

To  our  Patrons: 

We  had  hoped  to  be  able,  in  spite  of  the 
continued  increase  in  cost,  to  continue  the  low  prices 
at  which  we  offered  our  supplies  this  last  year.  The 
many  large  contracts  which  we  placed  with  our  mills 
have  now  been  filled  and  we  must  hereafter  pay  the  ad- 
vanced price  in  the  open  market.  Prices  on  our  papers, 
as  quoted  in  the  price  list  herewith,  have  been  advanced. 

The  standard  quality  of  our  regular  paper 
has  been  maintained;  hence,  in  our  judgment,  it  seems 
best  and  most  economical  to  buy  the  better  grades. 

Sincerely  yours, 

Edv/ard  and  John  Morse 
By 


THE  BUSINESS  LETTER 

(e)  Make  a  perfect  copy  of  the  following  rough  drafts: 

yf  A  transaction  of  a  different 

fO  6V 

(  larger  amjfiount  was  consulted  recently/^we  happen 
to  huve  the  New  cccountlllttvenlof  a  concern  having 
#-  establishments  in  other  /ities  as  well-We  were  asked  * 
by  one  of  the  individuals  to  "lean  a  substantial  sum. 
The  (g£j?jb  was  2°°d  but  we  had  a  feeling  that  if 

our  funds  might  be  tied 
t  life  insurance 


53 


death  overtook  the  princi 

JJr-gf* 

J^L»~*£^up>  so*°ur  credit 


be  takefcout  to  cover  the  amount  of  the  loan.     The 

su/j^stion  T/as/recfi/^edifavorablv^and  terra  insurance 
ff  ^ 


ji  - 


54  OFFICE  PRACTICE  AND  BUSINESS  STYLE 

75 

KINDS    OF    LETTERS 

Classify  the  different  kinds  of  business  letters. 

1.  Letters  of  application  7.  Letters  of  complaint 

2.  Letters  of  introduction  8.  Form  letters 

3.  Letters  of  recommendation  9.  Circular  letters 

4.  Letters  of  inquiry  10.  "Follow-up"  letters 

5.  Sales  letters  n.  Collection  letters 

6.  Letters  ordering  merchandise 

76 

What  are  the  essential  characteristics  of  each  letter  form? 

1.  A  letter  of  application  gives  in  detail  the  qualifications 
of  the  writer  for  a  particular  position.     Education,  age,  ex- 
perience, reference,  and  salary  are  facts  in  which  the  prospective 
employer  is  interested. 

2.  A  letter  of  introduction  is  written  by  one  who  is  mutually 
known  by  the  reader  and  the  person  introduced.     It  contains 
statements  of  the  ability  and  character  of  the  person  intro- 
duced, and  is  given,  unsealed,  to  him  to  present  personally  to 
the  reader. 

3.  A  letter  of  recommendation  is  similar  to  a  letter  of  intro- 
duction but  gives  the  personal  estimate  of  a  person's  ability,, 
usually  learned  while  in  the  writer's  employ. 

4.  A  letter  of  inquiry  requests  certain  information,  or  the 
performance  of  certain  acts,  that  may  be  of  mutual  benefit  to 
the  writer  and  reader.     It  generally  leads  to  business  transac- 
tions. 

5.  A  sales  'letter  is  a  letter  advertising  an  article  to  be  sold. 
It  must  arouse  the  interest  of  the  reader  to  the  buying  point. 

6.  A  letter  ordering  merchandise  specifies  quantity,  quality, 


THE  BUSINESS  LETTER  55 

and  style  of  goods  to  be  sent,  gives  shipping  directions,  and,  if 
a  first  order,  incloses  remittance. 

7.  A  letter  of  complaint  is  written  if  there  is  dissatisfaction 
because  of  goods,  late  shipments,  or  unfair  treatment.     The 
complaint  should  specify  the  trouble  courteously  and  wait  for 
a  fair  consideration  by  the  reader. 

8.  A  form  letter  is  of  a  general  character  that  serves  similar 
needs  of  many  patrons.     Names,  addresses,  and  special  data 
are  filled  in  in  blank  spaces  left  for  that  purpose.     This  form 
of  letter  saves  the  dictator's  time. 

9.  A  circular   letter    is    a   form    letter  which   is   generally 
printed   and   sent  out  in  large   quantities.     It  generally   ad- 
vertises a  product  or  service  and  is  more  impersonal  than  a 
form  letter. 

10.  Sales  letters,  written  in  a  series,  are   sometimes   called 
follow-up  letters.     They  aim  to  promote  interest  in  the  product 
and  to  create  the  desire  to  purchase.     Each  letter  is  stronger 
than  the  preceding  one  and  accentuates  a  new  need  which  the 
product  will  fill. 

11.  A  collection  letter  is  written  to  induce  a  poor  debtor  to 
pay.     It  must  be  persuasive,  tactful,  and  courteous,  and  must 
appeal  to  the  debtor's  fair  play.     A  demand  or  a  threat  should 
be  made  only  when  all  other  attempts  at  collection  have  failed. 

77 

LEGAL    WORK    AND    SPECIFICATIONS 

(a)  Explain  what  is  meant  by  "legal  paper"  (b)  When  is  this 
paper  used?  (c)  How  are  titles  arranged  on  legal  paper? 

(a)  Legal  paper  is  8J"  x  13",  with  a  narrow  double-ruled 
vertical  line  (generally  red)  \\  inches  from  the  left  edge  and  a 
single  vertical  line  \  inch  from  the  right  edge.  Typing  is  done 
in  the  space  between  the  vertical  lines  and  is  always  double 
spaced. 


56          OFFICE  PRACTICE  AND  BUSINESS  STYLE 

(b)  Lawyers,  architects,  engineers,  and  authors  use  this  kind 
of  paper  for  all  matter  which  is  not  strictly  of  a  business  nature. 

(c)  All  titles  are  centered  in  the  space  between  the  vertical 
lines  and  not  with  regard  to  the  width  of  the  paper. 


78 

How  is  a  legal  document  preserved  when  finished? 

The  title  of  the  document  and  any  other  necessary  explanatory 
information  is  typed  or  written  on  a  heavy  colored  sheet,  called 
a  backing  sheet.  The  legal  document  is  fastened  to  the  backing 
sheet  either  at  the  top  or  sides. 


79 

(a)  What  name  is  given  to  the  title  on  the  backing  sheet?  (b)  What 
purpose  does  it  serve? 

(a)  It  is  called  an  indorsement. 

(b)  It  gives  a  summary  of  the  contents  of  the  document. 


80 

Give  directions  for  correctly  indorsing  a  backing  sheet.     Illus- 
trate by  diagram. 

1.  Fold  forward  and  downward  one  inch  from  the  top  and 
crease. 

2.  Bring  the  bottom  of  the  sheet  upward  until  the  edge  is 
even  with  the  top  crease  and  fold. 

3.  Bring  the  bottom  creased  edge  all  the  way  to  the  top 
making  a  third  crease.     This  divides  the  paper  into  four  parts. 

4.  The  side  which  lies  uppermost  is  the  side  on  which  the 
indorsement  is  to  be  written  and  the  left  edge  becomes  the  top 
or  beginning  of  the  indorsement. 


THE  BUSINESS  LETTER 


57 


t 


Top  of  Indorsement 


81 

When  a  legal  paper  is  drawn  up  by  a  lawyer  who  brings  an 
action  for  his  client  against  another  person,  state  (a)  the  names  of 
the  parties  and  (b)  how  the  legal  document  should  begin. 

(a)  The  plaintiff  is  the  person  who  seeks  a  remedy  for  an 
injury  to  his  right.     The  defendant  is  the  person  against  whom 
the  complaint  is  made. 

(b)  Every  document  in  such  an  action  must  have  first  the 


58  OFFICE  PRACTICE  AND  BUSINESS  STYLE 

name  of  the  plaintiff,  followed  by  the  abbreviation,  vs.,  meaning 
against,  and  this  followed  by  the  name  of  the  defendant.  These 
data  are  all  arranged  in  a  form  called  a  "legal  box." 

82 

Show  by  diagram  four  of  the  most  commonly  used  legal  boxes. 

x 


Underscore  and  colon 


Hyphen  and  colon  with 
x  corners 


Underscore  and  parenthesis    \      HyPhen  and  Parenthesis 


What  is  the  customary  usage  in  preparing  court  documents? 

1.  Papers  must  be  properly  "boxed,"  giving  the  names  of 
the  court,  district,  and  state;  the  names  of  the  plaintiff  and  the 
defendant;  the  kind  of  suit,  and  the  name  and  address  of  the 
attorney. 

2.  All  matter  should  be  written  in  block  form,  double  spaced, 
pages  numbered  at  the  bottom  and  every  eleventh  line  (called 
a  folio)  should  be  numbered  in  the  left  margin. 

3.  All  documents  should  be  done  in  triplicate,  the  original 
for  the  court,  and  a  copy  for  each  of  the  parties  interested. 


THE  BUSINESS  LETTER  59 

84 

Using  the  exact  words  given  below,  prepare  an  indorsement  for 
a  legal  backing  sheet. 

James  Alexander — vs. — Edward  A.  Manning.  Motion  for  a 
new  trial.  Term  No.  7109.  McQueston  &  Clusholm,  Attorneys, 
Rochester,  N.  Y. 


Supreme  Court — First  District 

JAMES  ALEXANDER 

Plaintiff 


vs. 

EDWARD  A.  MANNING 

Defendant 


Motion  for  a  New  Trial 
Term  No.  7109 


McQueston  &  Clusholm 

Attorneys  for  Plaintiff 

Rochester,  N.  Y. 


60          OFFICE  PRACTICE  AND  BUSINESS  STYLE 

85 
Fold  a  legal  backing  and  indorse  the  following  facts: 

United  States  District  Court,  Southern  District  of  New  York. 
Petition  for  appointment  of  Receiver  by  Johnson  &  Elliott  in 
the  matter  of  Walter  A.  Kellogg,  Alleged  Bankrupt.  Andrew 
L.  Albert.  Tremont  Bldg.,  New  York  City. 


U.  S.  District  Court 
Southern  District  of  New  York 

Petition  for 
Appointment  of  Receiver 

by 

Johnson  &  Elliott 
in  the 
matter 

of 

Walter  A.  Kellogg 
Alleged  Bankrupt 

Andrew  L.  Albert 

Tremont  Building 

New  York  City 


THE  BUSINESS  LETTER 
86 


61 


Fold  a  legal  backing  and  indorse  the  following: 

(a)  Benjamin  Heron  with  Cicero  Rabin,  Agreement.  Norman 
Hawley,  Attorney,  165  Dexter  Street,  Philadelphia,  Pa. 

(b)  District  Court,  Dexter  County,  Mass.     Thomas  Smith 
vs.  Andrew  Hardman,  Referee's  Sale.     Atlas  &  Juno,  Attorneys, 
364  South  Street,  Boston,  Mass. 


Benjamin  Heron 

with 
Cicero  Rabin 


AGREEMENT 


Norman  Hawley,  Attorney 
165  Dexter  Street 

Philadelphia,  Pa. 


62          OFFICE  PRACTICE  AND  BUSINESS  STYLE 
(*) 


District  Court 

Dexter  County,  Mass. 

Thomas  Smith 

vs. 
Andrew  Hardman 


REFEREE'S  SALE 


Atlas  &  Juno,  Attorneys 

364  South  Street 

Boston,  Mass. 


THE  BUSINESS  LETTER  63 

WORDS     AND     EXPRESSIONS     USED     FREQUENTLY     IN     BUSINESS 

AND    LAW 

87 

Give  a  list  of  (a)  commercial  and  (b}  legal  terms  and  expressions, 
and  explain  their  meaning. 

above  par  When  the  price  of  stocks  is  higher  than  their  established  value 

at  issue  they  are  above  par. 

Ai  Best  class,  finest  quality. 

accept  a  bill  When  a  person  writes  his  name  across  the  face  of  a  bill,  he 
engages  himself  to  pay  it  when  it  becomes  due. 

account  sales  An  account  sent  by  a  merchant  to  the  consignor  showing  the 
weight  of  the  goods,  price  obtained  and  the  net  result  after 
taking  the  commission. 

ad  valorem  According  to  estimated  value  of  goods. 

affidavit  A  declaration  confirmed  by  oath. 

alibi  A  statement  that  proves  that  a  person  was  elsewhere  at  the 

time  and  place  a  crime,  for  which  he  is  accused,  was  com- 
mitted. 

assets  The  entire  property  of  a  person  or  corporation  that  may  be 

made  liable  for  debts. 

assignment  A  legal  transfer  by  a  debtor  of  all  his  property  to  one  or  more 

people  for  the  benefit  of  his  creditors. 

attachment  A  legal  seizure  prohibiting  the  sale  and  disposal  of  money  or 

goods  of  a  debtor,  pending  settlement. 

audit  A  formal  or  official  examination  of  accounts. 

bankrupt  A  bankrupt  is  a  person  who,  being  unable  to  pay  his  creditors 

in  full,  has  been  so  declared  by  a  court,  and  his  assets  are 
taken  for  the  benefit  of  his  creditors. 

below  par  Stocks,  etc.,  are  said  to  be  below  par  when  the  price  asked  for 

them  is  lower  than  the  established  face  value  at  issue. 

board  of  trade  An  association  of  business  men  appointed  to  promote  com- 
mon interests. 

Bradstreet  The  name  of  a  New  York  firm  that  records  the  standing  of 

commercial  people  and  trade  conditions,  and  publishes  litera- 
ture to  that  effect. 

bill  of  lading  A  written  receipt  of  a  carrier  for  goods  delivered  for  trans- 
portation, with  a  promise  to  deliver  them  to  the  person  named 
therein. 


64          OFFICE  PRACTICE  AND  BUSINESS  STYLE 

bond  Any  interest-bearing  certificate  issued  by  a  government  or  a 

corporation  as  evidence  of  a  debt 

broker  A  person  whose  business  it  is  to  buy  and  sell  investment  se- 

curities and  to  charge  a  fee  therefor,  called  brokerage. 

certified  check  A  check  signed  and  dated  by  the  cashier  (usually)  of  a  bank, 
t  certifying  to  its  genuineness,  equivalent  to  cash. 

clearance  A  custom  house  term  signifying  a  permit  from  the  custom  for 

a  ship  to  unload  her  cargo  or  to  depart  from  port. 

certificate  of          A  formal  document  issued  by  a  corporation  as  evidence  of  its 

indebtedness          liabilities  to  stockholders  for  amounts  paid  in  on  stocks. 

collateral  Documents  which  convey  the  right  to  property  so  that  they 

security  may  be  available  in  the  event  of  a  failure  to  repay  a  loan. 

commission  An  allowance  made  by  an  agent  for  transacting  business  for 

another. 

consignment  Goods  sent  to  an  agent  or  customer  in  another  place  to  be 
cared  for  or  sold. 

contract  An  agreement  between  two  or  more  individuals  which  if 

broken  by  one  of  the  parties  can  be  legally  enforced  by  the 
others. 

contraband  Articles  and  merchandise  forbidden  to  be  exported  or  imported. 

copyright  The  sole  right  given  to  an  author  or  a  publisher  by  law  to 

print,  publish,  and  sell  literary  or  artistic  matter. 

corporation  A  group  of  persons  treated  by  law  as  an  individual  having 

rights  or  liabilities  separate  and  distinct  from  the  persons  who 
compose  it. 

coupon  bonds  Bonds  which  have  attached  to  them  certificates  of  interest, 
which  are  cut  off  and  presented  for  payment  as  they  become 
due. 

credentials  Documents  and  references  showing  the  standing  or  the  au- 

thority of  an  individual. 

discount  A  deduction  made  from  the  gross  sum  which  is  due,  made  in 

consideration  of  cash  payment,  or  for  interest  paid  in  ad- 
vance. 

dividend  The  certain  percentage  of  the  profits  of  the  corporation  dis- 

tributed on  the  basis  of  the  number  of  shares  held  and  pay- 
able annually,  semi-annually,  or  quarterly. 

Dun  See  "  Bradstreet." 

executor  The  person  appointed  by  another  to  see  that  his  will  is  car- 

ried into  effect  after  his  death.  If  the  court  appoints  such 
an  individual,  he  is  known  as  an  administrator. 


THE  BUSINESS  LETTER  65 

facsimile  A  copy  of  anything  made  so  as  to  give  every  particular  detail 

of  the  original.  Thus  a  photograph  of  a  written  article,  re- 
producing in  every  particular  all  details,  is  a  facsimile. 

forfeit  To  lose  the  right  to  anything  because  of  neglect.  In  insurance, 

for  instance,  the  loss  of  privileges  because  of  failure  to  pay  the 
premiums. 

form  The  printed  document  containing  formal  words  and  blank 

spaces  provided  to  be  filled  in  as  the  needs  require. 

guide  cards  Filing  cards  which  have  attachments  at  the  top  to  direct  the 

eye  to  the  proper  place. 

inactive  account    A  savings  account  on  which  checks  may  not  be  drawn. 

index  A  table  for  facilitating  reference  to  topics  or  names  in  a 

book. 

indorse  To  sign  one's  name  on  the  back  of  a  draft,  promissory  note,  or 

check,  in  order  to  make  it  payable  to  some  other  person's 
order. 

injunction  An  order  from  a  court  requiring  a  person  to  do,  or  refrain  from 

doing,  a  certain  act. 

insolvent  A  state  of  being  unable  to  pay  one's  debts. 

inventory  An  itemized  list  of  goods  with  their  estimated  value. 

invoice  An  account  giving  an  itemized  statement  of  goods  sold  and 

shipped"  to  another. 

joint-account  An  account  opened  by  two  or  more  individuals  in  a  bank;  in 
a  savings  bank  both  signatures  are  required. 

journal  A  book  of  accounts  in  which  are  entered  the  daily  transac- 

tions of  a  business. 

judgment  The  decree  or  sentence  of  the  court. 

ledger  The  final  book  of  record  to  which  all  the  items  of  the  journal 

are  transferred  and  recorded. 

legal  reserve  The  amount  of  assets  necessary  for  a  company  to  have  at  any 
given  time  to  enable  it  to  meet  all  claims  that  might  be  made 
against  it  at  a  certain  time  should  they  mature. 

lessor  One  who  leases  property  to  another  for  a  stipulated  time  at  a 

stipulated  payment. 

liabilities  The  money  obligations  a  person  or  corporation  must  meet. 

limited  The  name  appearing  at  the  end  of  a  firm's  name  to  show  that 

the  members  of  the  firm  are  not  liable  for  the  debts  of  the 
firm  beyond  the  subscribed  amount  of  their  stock. 

liquidation  The  settlement  of  the  accounts  and  distribution  of  the  assets 

of  a  firm  or  corporation  in  the  process  of  closing  its  business. 


66 


OFFICE  PRACTICE  AND  BUSINESS  STYLE 


loan  value  The  amount  of  money  which  will  be  loaned  on  a  policy  as 

collateral  by  the  company  which  issues  it. 

manifest  The  statement  made  out  by  the  captain  containing  a  descrip- 

tion of  the  ship,  cargo,  and  ports  of  destination. 

money  order  A  document  containing  an  order  for  payment  of  money. 
This  is  issued  by  the  government  and  express  companies,  and 
affords  a  safe  and  convenient  way  of  sending  money  where 
check  accounts  are  not  available. 

mortgage  The  pledge  of  property  to  secure  the  payment  of  a  debt. 

passport  An  official  permission  given  by  a  government  to  an  individual 

to  enter  or  leave  a  country. 

personalty  Personal  property,  as  distinguished  from  real  property. 

policy  A  document  containing  a  contract  made  by  an  insurance  com- 

pany with  a  person  whose  life  or  property  is  insured. 

power  of  attorney  A  written  legal  authorization  given  to  one  party  to  transact 
business  for  another. 

protest  A  notice  issued  by  a  notary  public,  stating  that  a  note  or 

draft  has  not  been  paid  or  accepted  and  that  its  indorsers  are 
held  responsible. 

proxy  Authority  to  act  for  another. 

rebate  Used  in  a  railroad  business  to  favor  a  few  shippers  at  the 

expense  of  others  by  allowing  goods  to  be  shipped  at  a  lower 
rate.  This  is  contrary  to  the  law. 

remittance  Money  in  any  form  sent  from  one  individual  to  another. 

salvage  Money  paid  to  those  who  assist  in  saving  a  ship  or  goods 

from  the  danger  of  the  sea;  any  property  saved  from  destruc- 
tion. 

sinking  fund  The  total  amount  of  money  set  apart  for  the  purpose  of  wiping 
out  debts. 

specification  The  description  of  work  to  be  done,  giving  the  quality  of  ma- 
terial, mode  of  construction,  and  dimensions. 

statute  A  law  passed  by  a  legislative  body. 

statute  of  The  law  which  fixes  the  periods  during  which  a  debt  may  be  re- 

limitations  covered  or  a  person  punished  for  a  crime. 

stock  The  capital  of  a  company  or  corporation  in  the  form  of  trans- 

ferable shares  called  stock  certificates. 

subpoena  A  paper  issued  by  the  court,  calling  upon  a  certain  individual 

to  appear  in  court  as  a  witness,  under  penalty. 

summons  The  first  paper  served  upon  a  defendant  in  a  suit  calling  upon 

him  to  appear  in  court  to  answer  a  complaint. 


THE  BUSINESS  LETTER  67 

trade  mark  A  peculiar  distinct  mark  attached  by  a  merchant  to  his  goods 

in  order  to  distinguish  them  as  his  goods. 
transit  Goods  shipped  from  one  person  to  another  are  said  to  be  in 

transit  from  the  time  they  are  delivered  to  the  transportation 

company  until  delivered  to  the  consignee. 
verification  A  document  in  proof  of  the  payment  or  receipt  of  money  or 

other  financial  transactions. 
water  stock  To  increase  the  number  of  shares  of  a  company  without  an 

increase  of  paid-in  capital. 
way-bill  A  document  containing  a  list  of  passengers,  or  goods  carried 

by  a  public  carrier. 
will  A  written  instrument  witnessed  by  two  or  more  individuals 

in  which  property  is  to  be  disposed  of  after  a  person's  death 

according  to  his  declared  wishes. 
writ  An  order  issued  by  a  court. 


CHAPTER  II 
LETTER  PLACING 

^S^*-*1"        x- 

Typewrite  the  following  letter^,  .-placing  -them  artistically. 
Where  the  letterhead  is  given,  center  it  properly  at  the  top  of 
the  sheet.  Leave  enough  space  after  the  complimentary  close 
and  before  the  official's  title  for  the  signature.  Where  a  letter- 
head is  not  given  compose  your  own  and  properly  center  it. 

Follow  the  model  answer  to  question  one. 

I.  As  stenographer  for  the  Sanitary  Bakery  Company,  Syracuse, 
N.  Y.y  you  received  this  morning  the  following  dictation  from 
George  Brown,  President  of  the  company.  Type  the  letter  in  cor- 
rect form  ready  for  Mr.  Brown's  signature: 

messrs  snyder  and  cakes  number  34.2  west  seneca  street  roches- 
ter  n  y  gentlemen  in  reply  to  your  inquiry  of  August  13  we  are 
pleased  to  report  as  follows  the  goods  went  forward  by  way  of 
the  new  york  central  railroad  on  the  first  of  this  month  in  car 
number  1245876  and  reached  richland  junction  on  the  third 
there  is  no  trace  of  the  car  beyond  this  point  but  we  are  mak- 
ing a  thorough  investigation  and  hope  to  be  able  to  report  to 
you  more  fully  in  a  few  days  in  the  meantime  kindly  inform  us 
of  the  exact  nature  of  the  goods  quantity  etc  as  this  information 
is  needed  by  the  railway  officials  in  order  to  trace  the  shipment 
yours  truly 


68 


LETTER    PLACING  69 


SANITARY  BAKERY  COMPANY 
SYRACUSE,  N.  Y. 

August  15,  1921. 
Messrs.  Snyder  &  Cakes 

342  West  Seneca  Street 

Rochester,  N.  Y. 
Gentlemen: 

In  reply  to  your  inquiry  of  August  13,  we  are  pleased 
to  report  as  follows: 

The  goods  went  forward  by  way  of  the  New  York 
Central  Railroad  on  the  first  of  this  month  in  car 
#1245876  and  reached  Richland  Junction  on  the  third. 
There  is  no  trace  of  the  car  beyond  this  point,  but  we 
are  making  a  thorough  investigation  and  hope  to  be 
able  to  report  to  you  more  fully  in  a  few  days. 

In  the  meantime  kindly  inform  us  of  the  exact  na- 
ture of  the  goods,  quantity,  etc.,  as  this  information 
is  needed  by  the  railway  officials  in  order  to  trace  the 
shipment. 

Yours  truly, 
SANITARY  BAKING  CO. 


GB/IK 


& 
President. 


70         OFFICE  PRACTICE  AND  BUSINESS  STYLE 

2.  the  reliable  furniture  co  281  western  ave  chicago  ill  gentle- 
men please  send  us  as  soon  as  possible  to  the  above  address  the 
following  goods  as  listed  in  your  current  spring  catalogue  25 
brass  beds  $312  20  fumed  oak  rocking  chairs  $338  72  ameri- 
can   walnut   dining   chairs    #  1056    10   mahogany   davenports 
$978   kindly  make  the   shipment  by  the  new  york  central 
railroad  fast  freight  and  bill  to  us  subject  to  your  best  cash 
discount  yours  truly  lee  &  harkness 

3.  January  7,  1920.     edelson  and  weinberg  5  west  31   street 
new  york  city  gentlemen  we  are  sending  you  by  american  rail- 
way express  charges  collect  two  large  paper  boxes  and  one 
small  parcel  containing  the  remainder  of  the  cards  left  to  be 
addressed  with  us  you  will  find  within  those  boxes  cards  to  and 
including  number  ten  and  all  the  cards  left  from  each  style 
unaddressed  in  all  we  have  addressed  9,600  cards  at  3.50  per 
thousand,  total  33.60  from  which  please  deduct  express  charges 
as  per  our  agreement  and  send  us  a  check  for  balance  trusting 
that  you  will  find  everything  satisfactory  and  that  we  may 
hear  from  you  shortly,  we  remain  yours  very  truly,  the  art- 
type  shop. 

4.  2657  decatur  avenue  new  york  n  y  June  15,  1920  my  dear 
mr  strumpf  i  wish  to  thank  you  for  your  kind  letter  of  this 
morning  which  i  assure  you  is  very  much  appreciated  not  alone 
for  the  news  it  conveys  but  also  because  of  the  kind  wishes 
expressed  i  have  not  been  making  any  plans  with  regard  to 
the  advance  course  in  the  fall  due  to  the  uncertainty  of  my 
position  at  the  school  but  i  shall  appreciate  your  sending  me 
notice  just  before  registration  begins  as  to  the  days  and  hours 
during  which  the  course  will  be  given  as  well  as  an  idea  of  its 
scope  and  advantages  from  the  standpoint  of  the  teacher  re- 
ciprocating  your   kind    wishes    for    a    pleasant   vacation    and 
assuring  you  of  the  pleasure  it  will  give  me  to  study  under 
your  direction  i  am  yours  sincerely 


LETTER  PLACING  yi 

5.  October  u   1919  marion  k  drake  ogden  Utah  dear  madam 
when  the  weight  of  an  article  is  not  given  in  our  catalogue  as 
stated  in  note  5  on  the  back  inside  cover  page  the  weight  is 
less  than  four  ounces  the  total  weight  of  the  items  you  mention 
would  approximate  60  oz.  or  just  under  four  pounds  as  ogden 
is  in  the  eighth  zone  the  rate  would  be  12^  a  pound  or  48^  in 
all  the  total  amount  of  the  order  not  being  sufficient  to  entitle 
you  to  free  delivery  at  such  a  distance  you  should  add  the  48^ 
postage  to  the  amount  of  the  order  and  on  receipt  we  will  send 
the  articles  very  promptly  we  sincerely  hope  we  may  have  the 
pleasure  of  serving  you  very  truly  yours  John  wanamaker. 

6.  mr  s  d  palmer  mitchell  ind  dear  sir  your  memorandum  let- 
ter no  2932  of  december  10  referring  to  our  order  from  h  t  story 
for  hack  saws  is  received  we  have  taken  this  matter  up  with  mr 
story  who  writes  us  that  he  will  wait  until  you  receive  the  steel 
from  Scotland  as  he  wants  nothing  but  the  very  best  blades  he 
also  requests  you  to  hurry  same  forward  as  much  as  possible 
as  he  wishes  to  get  this  matter  of  hack  saw  blades  settled  we 
sincerely  hope  that  you  will  receive  the  steel  soon  and  be  able 
to  make  a  hack  saw  that  will  satisfy  mr  story  as  we  feel  there 
is  quite  a  future  for  his  machine  and  also  believe  that  the 
heavier  saw  is  much  more  desirable  than  a  light  saw  for  the  kind 
of  work  for  which  his  machines  are  intended  yours  very  truly. 

7.  smith  &  brown  3355  west  15  street  new  york  city  attention 
mr  smith  gentlemen  this  will  acknowledge  receipt  of  your  let- 
ter dated  June  23  in  regard  to  the  different  machines  manu- 
factured by  this  company  we  are  today  referring  your  letter 
to  our  subsidiary  companies — the  computing  scale  company 
the  tabulating  machine  company  and  the  international  time 
recording  company — and  have  no  doubt  you  will  hear  from 
them  promptly  thanking  you  for  your  inquiry  and  trusting  we 
may  be  of  service  to  you  we  are  yours  very  truly  advertising 
department. 


72  OFFICE   PRACTICE  AND  BUSINESS   STYLE 

8.  mr  j  j  weins  101  sixth  avenue  topeka  kansas  dear  sir  one  of 
our  customers  has  requested  us  to  find  out  the  rate  charged 
for  insurance  on  his  buildings  at  valley  falls  kansas  and  we  shall 
be  grateful  if  you  will  furnish  us  with  this  information  the 
property  is  described  as  two  frame  buildings  situated  on  lots 
5  and  6  block  23  map  no  706  reports  nos.  93  and  94  broadway 
street  valley  falls  kansas  should  we  succeed  in  procuring  an 
order  for  the  insurance  we  shall  be  pleased  to  forward  it  to  you 
thanking  you  for  your  kind  attention  we  remain  yours  very 
truly 

9.  224  south  fourth  street  Philadelphia  pa  feb  28,  1917  messrs 
janney  &  andrews  10  s.  front  street  Philadelphia  pa  gentlemen 
please  send  to  our  address  belefonte  county  pa  the  following 
goods  4  bbl  granulated  sugar  5bbl  soft  A  sugar  I   sack  rio 
coffee  2  sacks  Java  coffee  3  boxes  ivory  soap  4  cases  can  to- 
matoes 2  cases  can  corn  B  kindly  ship  the  above  goods  by 
P  R  R  freight  and  forward  bill  to  our  office  224  s  fourth  street 
yours  truly 

10.  worthington    iowa    may    16    1921    northwestern    consoli- 
dated milling  co  minneapolis  minnesota  gentlemen  the  last  car 
of  flour  i  received  from  you  was  delayed  about  ten  days  on  the 
road  and  has  just  arrived  the  car  was  billed  to  worthington 
minnesota  instead  of  to  worthington  iowa  this  was  evidently  a 
mistake  on  your  part  before  the  shipment  was  released  shall  i 
settle  with  them  and  charge  the  extra  expense  to  you  for  credit 
on  your  invoice  covering  same  wire  immediately  because  i 
must  have  the  flour  you  may  enter  my  order  for  i  car  load  of 
indian  corn  flier  which  you  have  been  shipping  me  in  the  past 
and  also  for  1000  paper  sacks  ^  or  i  size  my  customers  prefer 
to  order  by  sack  would  it  be  possible  for  you  to  supply  them 
with  my  name  and  address  very  truly  ps  ship  the  flour  ordered 
above  about  June  fourth. 


LETTER   PLACING  73 

11.  december   13    1919  Constantinople   college   association   70 
fifth  avenue  new  york  city  gentlemen  our  mr  walsh  talked  with 
you  yesterday  about  prices  for  our  multigraphing  work  we 
therefore  take  pleasure  in  inclosing  rates  on  multigraph  and 
mimeograph  work  we  take  special  pride  in  the  kind  of  work 
we  do  we  give   a  service  which   pleases   nothing  leaves  this 
office  which  is  not  absolutely  perfect  in  shape  and  bound  to 
give  satisfaction  we  have  been  doing  considerable  work  for  the 
nation  rough  sample  copy  of  which  we  enclose  and  refer  you  to 
mr  reis  of  the  nations  staff"  as  to  the  quality  of  our  work  just 
let  us  have  a  trial  order  and  see  whether  we  cannot  satisfy 
you  yours  very  truly  the  art-type  shop  per 

12.  Mr  henry  t  white  4253  third  avenue  new  york  city  dear 
sir  I  am  giving  a  course  of  instruction  on  the  dalton  adding 
listing   and   calculating   machine    (gratis)    at   the   Washington 
irving  high  school  July  II  to  15  inclusive  as  stated  on  the  in- 
closed postal  card  wont  you  please  indicate  on  this  card  your 
preference  as  to  the  hour  you  desire  to  take  the  course  of  in- 
struction I  wish  to  ascertain  how  many  will  find  it  convenient 
to  come  during  the  morning  hour — from  10  to  11   a  m — and 
how  many  during  the  afternoon  hour — from  I  to  2  p  m  kindly 
return  the  postal  card  to  me  as  soon  as  possible  yours  very 
truly  thomas  a  coyul 

13.  december  12  1919  mr  max  guerwitz  1002  garrison  avenue 
bronx  n  y  my  dear  mr  guerwitz  i  am  glad  to  know  that  you  have 
undertaken  something  in   addition  to  your  regular  vocation 
and  i  hope  you  are  making  a  success  of  it  in  reference  to  your 
communication  i  regret  to  say  that  owing  to  the  fact  that  i 
am  doing  work  just  now  which  requires  quite  a  big  investment 
i  cannot  do  as  you  request  though  i  am  quite  in  favor  of  the  idea 
under  normal  conditions  it  would  be  most  agreeable  to  do  so 
however  i  shall  be  glad  to  consider  your  offer  some  time  in 
the  fall  very  truly  yours 


74  OFFICE  PRACTICE  AND  BUSINESS   STYLE 

14.  december  i  1919  manhattan  produce  co  7  manhattan  mar- 
ket new  york  ny  gentlemen  if  10%  of  your  weekly  price-list 
letters  to  your  customers  would   bring  back   answers  would 
you  not  be  gratified  at  the  result  and — do  you  not  find  that 
you  lack  the  clerical  force  to  send  out  your  weekly  letter  of 
changing  prices  on  produce  we  are  thoroughly  equipped  to 
take  care  of  that  end  of  your  business  by  supplying  you  in 
any  quantity  with  facsimile  multigraph  and  mimeograph  work 
we  do  not  balk  at  any  job,  no  matter  how  big  or  little,  and  our 
rates  are  lower  than  any  house  doing  similar  work  will  you 
give  us  a  trial  order  and  convince  yourself  yours  very  truly 

15.  december  29   1919  the  bronx  star  607  east   169  st  new 
york  n  y  gentlemen  have  you  any  duplicating  work  that  you 
find  takes  too  much  time  from  the  legitimate  work  of  your 
clerical  force  we  have  done  work  for  the  harlem  record  and 
similar  newspapers  no  doubt  you  will  find  numerous  occasions 
for  rapid  expert  typewriting  work  in  that  case  we  can  serve 
you  well  at  almost  nominal  rates  we  are  thoroughly  prepared 
and  equipped  to  reproduce  typewriting  of  the  better  sort  on 
your  own  or  on  our  stationery  in  any  quantity  and  at  short 
notice  called  for  and  delivered  you  will  find  by  comparison 
that   our   rates    are    very    reasonable    because    our   overhead 
charges  have  been  reduced  to  a  minimum  convince  yourself 
by  calling  upon  us  for  prices  and  sample  work  file  this  letter 
for  future  reference  if  you  cannot  use  our  services  now  yours 
for  pleasing  service  the  art-type  shop  by 

16.  december  22,   1919  authors'   associated   agency  inc   1476 
broadway  new  york  city  gentlemen  we   are  prepared  to  do 
typewriting  in   quantities  for   authors  whether  the  work   be 
literary  or  technical  rush  orders   are  our  specialty  the  work 
you  will  find  to  be  as  cheap  as  if  not  cheaper  than  that  done 
by  any  other  firm  in  the  city  the  work  is  conducted  by  two 
university  men  who  know  what  the  finished  product  should  be 


LETTER   PLACING  75 

and  who  guarantee  satisfactory  results  just  try  us  on  a  sample 
of  typewriting  work  from  manuscript  or  from  corrected  type- 
written work  yours  truly 

17.  the  a  b  dick  company  new  york  January  2  1920  art  type 
shop  370  e  149  st  new  york  city  att  John  v  walsh  gentlemen  in 
accordance  with  your  request  we  are  very  glad   to  open   an 
account  with  you  on  our  books  under  the  name  of  the  art  type 
shop  however  in  order  that  there  may  be  no  misunderstanding 
in  regard  to  our  terms  please  note  that  all  bills  rendered  during 
the  current  month  are  payable  on  or  before  the  tenth  of  the 
month  following  as  credit  is  an  accommodation  to  our  custom- 
ers we  expect  that  our  credit  terms  will  be  strictly  adhered  to 
the  limit  of  the  amount  of  credit  extended  is  $50.00  the  ac- 
count is  now  open  for  you  on  our  books  and  we  hope  that  our 
relations  will  be  mutually  pleasant  assuring  you  of  our  desire 
to  be  of  service  we  are  very  truly  yours  a  b  dick  company 

1 8.  the  egry  register  company  1439  broadway  new  york  n  y 
mr  John  anderson  542  east  170  street   new  york  dear  sir   as 
requested  in  your  kind  letter  of  May  22  we  are  sending  you 
under  separate  cover  the  following  sections  of  our  catalogue: 
egry  roll   record   registers  egry   auditors  egry  trueline   mani- 
folders  egry  trueline  roll  record  registers  if  you  desire  any  fur- 
ther information  regarding  our  system  do  not  hesitate  to  call 
upon  us  very  truly  yours  the  egry  register  company  p  schul- 
man  new  york  sales  agent. 

19.  november  19  1919  mrs  r  w  sundelson  room  102  120  broad- 
way  new  york  n  y  my  dear  mrs  sundelson  i  wish  to  extend  my 
sincere  congratulations  on  the  twenty-fifth  anniversary  of  your 
connection  with  the  equitable  life  insurance  co  and  to  inform  you 
that  i  deem  it  a  great  pleasure  to  be  present  at  the  dinner  in 
commemoration  of  this  important  event  yours  for  continued 
success 


76  OFFICE   PRACTICE  AND  BUSINESS   STYLE 

20.  november  30  1919  Bronx  girls  community  club  434  e  154 
st  new  york  n  y  for  the  attention  of  the  director-in-charge 
dear  madam  a  circular  has  just  come  into  my  hands  entitled 
calendar  november  1919  i  assure  that  if  you  put  out  this  sort 
of  circular  every  month  your  printing  bills  will  amount  to  a 
considerable  item  we  can  reduce  your  expenses  materially  by 
reproducing  your  work  in  any  quantity  on  the  multigraph  or 
in  any  other  form  you  may  wish  any  order  that  you  may  care 
to  give  us  will  receive  our  prompt  and  careful  attention  wont 
you  try  us  and  convince  yourself  yours  very  truly 

21.  afleck  ruling  and  stationery  company  inc  holyoke  mass  no- 
vember 8  1919  eastern  business  school  151  lenox  avenue  new 
york  n  y  gentlemen  we  are  inclosing  two  samples  of  typewriter 
paper  perfect  stock  which  we  think  is  a  bargain  under  present 
conditions  our  prices  for  this  class  of  paper  is  as  follows  s  b 
laid  8J  x  11-4$   @  45  f£  rm  lot  1510  white  bond  8J  x  n  @  50^ 
rm  price  fob  holyoke  terms  2%   10  days  net  30  hoping  to  be 
favored   with  your  order  by  return  mail  we  beg  to  remain 
yours  very  truly  afleck  ruling  &  stationery  company  inc  ger/a 

22.  Using  January  75,  1919  as  the  date,  type  in  correct  form 
the  following  letter  for  Black  6°  Black,  manufacturers  of  fine 
shoes,  78  William  street,  Brockton,  Mass.: 

mr.  james  c  holmes  manager  shoe  department  fitch  sloan  and 
company  915  bond  street  buffalo  n  y  dear  sir  we  thank  you 
for  your  letter  of  January  12  with  the  order  inclosed  we  regret 
that  at  present  we  are  unable  to  furnish  the  $  67480  men's 
walking  shoe  the  leather  used  in  this  shoe  is  very  much  in 
demand  for  use  in  government  work  and  we  have  been  unable 
to  secure  any  of  it  for  some  time  our  $6523!^  illustrated  on 
page  1 6  of  our  catalogue  has  proved  to  be  a  popular  and  quick 
moving  model  with  the  people  who  formerly  bought  the 
$  67490  if  you  will  wire  us  immediately  on  receipt  of  this  let- 


LETTER  PLACING  77 

ter  we  can  include  with  your  order  this  or  any  other  selection 
you  may  make  yours  truly  black  &  black  by  (Your  name.) 

23.  national  book  company  1427  woolworth  building  new  york 
city  attention  of  mr  ad'ams  publicity  department  gentlemen 
whenever  I  see  or  hear  a  good  thing  about  any  one  I  like  to 
pass  it  on  last  evening  I  attended  a  lecture  at  the  franklin 
institute  on  the  results  of  the  world  war  by  mr  thomas  paige 
the  noted  publicist  in  the  course  of  his  remarks  he  referred  to 
one  of  your  publications  in  such  a  laudatory  manner  that  I 
think  you  should  know  about  it  he  said  mr  posts  book  salient 
facts  of  the  world  war  is  probably  the  best  book  that  has  been 
published  dealing  with  the  tremendous  crisis  through  which 
the  world  has  just  passed  the  author  has  treated  his  subject 
temperately  and  impartially  he  has  eliminated  all  hearsay 
weighed  the  evidence  judiciously  and  his  conclusions  stand 
the  test  of  logic  those  who  read  the  book  will  be  well  repaid 
were  I  the  author  instead  of  one  of  his  numerous  admirers  I 
should  like  to  be  apprised  of  a  reference  like  this  to  my  work 
by  a  man  of  the  standing  of  dr  paige  yours  very  truly 

24.  Under  date  of  June  19,  you  are  writing  the  following  letter 
to  Mr.  J.  B.  Long,  Manager  of  the  claim  department,  Ward  y 
Duff: 

dear  sir  when  the  shipment  of  goods  bought  of  you  on  June 
15  was  unpacked,  we  found  that  the  following  were  badly 
soiled:  one  dozen  $269  silk  shirts  $30  one  dozen  $631  ma- 
dras shirts  $12.50;  total  $42.50  as  these  are  the  only  shirts  in 
bad  condition  we  think  that  they  must  have  been  damaged 
in  the  packing  we  are  therefore  returning  them  to  you  by 
express  to-day  and  request  that  you  send  us  a  credit  memo- 
randum for  the  amount  $42.50  yours  truly 

25.  the  smith  hardware  co  112  Washington  street  new  york 
June  12,  1921  the  davis  bicycle  mfg  co  dayton  ohio  gentlemen 


78  OFFICE   PRACTICE  AND  BUSINESS  STYLE 

I  am  considering  the  purchase  of  one  of  your  bicycles  I  have 
called  upon  your  local  agent  but  am  not  quite  satisfied  with 
the  informarion  received  I  am  therefore  writing  you  direct  to 
make  the  following  inquiries  the  machine  I  am  interested  in  is 
the  model  127  cushion  frame  roadster  can  model  127  be  fur- 
nished in  the  three-arch-truss  frame  design  may  I  substitute 
for  the  tires  mentioned  hartford  $  80  or  fisk  clincher  will  the 
substitution  of  a  new  departure  coaster  brake  be  allowed  are 
mud  guards  charged  for  after  I  have  determined  on  the  equip- 
ment will  you  ship  a  wheel  so  equipped  to  your  local  agent 
for  me  I  do  not  want  any  shop-worn  wheels  I  thank  you  for  the 
favor  of  an  early  reply  yours  very  truly 

26.  Type  your  own  letterhead  and  place  the  following  letter: 

mr  chas  i  geld  455  Washington  st  little  rock  ark  dear  sir  next 
friday  January  12  we  shall  advertise  our  January  reduction 
sale  of  suits  and  overcoats  we  are  today  mailing  a  number  of 
advance  notices  to  some  of  those  whom  it  has  been  our  pleasure 
to  serve  heretofore  in  order  that  they  may  take  advantage  of 
the  opportunity  offered  on  Wednesday  thursday  and  friday 
January  10  n  and  12  before  the  general  public  announcement 
in  the  newspapers  is  made  suits  and  overcoats  regularly  sold 
at  $35  will  be  $24.50  and  those  at  $30  will  be  $22.50  grades 
at  $26  will  be  $19.50  all  $25  values  will  be  $17.50  the  $25.50 
and  $20  values  will  be  $14.50  the  $17  and  $15  qualities  will 
be  $12  the  $13.50  and  $12.50  grades  will  be  $9.50  every  suit 
and  overcoat  in  this  sale  is  an  extraordinary  value  at  the 
reduced  price  there  will  be  no  charge  for  alterations  yours 
very  truly 

27.  the  beck  duplicator  co  476  broadway  new  york  June  23, 
1921  Mr  ss  smith  425  third  avenue  new  york  city  dear  sir  we 
are  glad  to  comply  with  the  request  contained  in  your  letter  of 
June  22  and  send  you  a  booklet  describing  our  self  feeding 
ironclad  duplicator  the  self  feeding  ironclad  has  a  substantial 


LETTER  PLACING  79 

metal  frame  with  a  sheet-steel  printing  bed  across  is  stretched 
one  of  our  beckloth  (cloth  back)  rolls  the  self  feeding  attach- 
ment is  our  latest  improvement  it  gives  three  times  the  speed 
of  the  ordinary  hand  operated  duplicator  it  is  so  simple  to 
operate  that  anyone  can  handle  it  without  any  trouble  simply 
write  your  original  with  typewriter  or  pen  using  our  dupli- 
cating ribbon  carbon  or  ink  this  original  together  with  the 
blank  sheets  for  copies  is  placed  in  the  self-feeding  frame  and 
by  depressing  the  spring  bar  the  sheets  are  fed  automatically 
to  the  duplicating  surface  after  copying  it  is  not  necessary  to 
wash  the  old  impression  from  the  duplicating  surface  just  turn 
the  winding  handle  and  bring  a  new  surface  on  the  printing 
bed  every  part  of  the  roll  may  be  used  from  15  to  20  times  over 
copying  repeatedly  from  end  to  end  the  copies  are  brighter  and 
the  roll  is  more  durable  than  any  other  made  if  you  wish  any 
cuts  for  illustration  in  your  publication  we  shall  be  glad  to 
send  you  same  just  let  us  know  sincerely  yours  the  beck  dupli- 
cator co  inclosures  a  i  pearson 

28.  Type  your  own  letterhead  and  place  the  following  letter: 
mr  w  b  cody  1101  new  york  ave  Washington  d  c  dear  sir  we  are 
informed  by  the  ungery  manufacturing  company  that  you  are 
in  the  market  for  confectioners  tools  and  machinery  and  we 
are  mailing  under  another  cover  a  copy  of  our  catalogue  of 
confectioners  tools  if  you  will  submit  a  list  of  the  articles  de- 
sired we  shall  be  pleased  to  quote  you  special  net  cash  prices 
thereon  we  call  your  attention  to  the  faultless  corn  popper 
shown  on  page  186  fig  252  this  is  the  best  and  most  satisfactory 
machine  of  this  class  of  work  on  the  market  and  it  is  used  by 
the  leading  manufacturers  throughout  the  country  we  hope  to 
be  given  an  opportunity  to  quote  you  prices  very  truly  yours 

29.  november  30  1919  billboard  publishing  co  1493  broadway 
n  y  gentlemen  your  name  has  been  handed  to  us  by  a  gentle- 
man connected  with  several  theatrical  enterprises  in  this  city 


8o  OFFICE   PRACTICE  AND  BUSINESS   STYLE 

for  whom  we  have  been  doing  scripts  scenarios  and  plays  we 
have  a  thoroughly  up  to  date  establishment  for  reproducing 
in  any  quantities  mimeograph  and  multigraph  work  as  well  as 
facsimile  typewritten  work  if  you  are  interested  in  this  kind 
of  work  may  i  offer  you  the  following  quotation  complete 
script  full  play  12.50  including  the  customary  3  copies  com- 
plete set  of  parts  full  play  15.50  including  the  customary  3  copies 
scenarios  with  6  copies  complete — 18.50  we  can  make  a  reduction 
on  these  rates  if  you  have  work  in  larger  quantities  we  are 
also  prepared  to  do  secretarial  work  and  dictation  and  type- 
writing on  the  basis  of  i.oo  an  hour  very  truly  yours 

30.  federal  reserve  bank  of  new  york  in  reply  please  refer  to 
gb-hrs  June  II  1920  harold  strumpf  esq  857  crotona  park  north 
bronx  new  york  dear  sir  this  will  acknowledge  receipt  of  your 
letter  of  June  9  wherein  you  refer  to  the  conversion  of  first  and 
second  liberty  loan  4%  bonds  the  first  liberty  loan  bond  which 
you  submitted  to  us  was  converted  into  a  permanent  4/^% 
bond  but  the  increased  interest  rate  does  not  become  effective 
until  after  June  15  1920  the  interest  due  on  that  date  is  payable 
at  the  rate  of  4%  the  second  liberty  loan  bond  which  you  sub- 
mitted does  not  begin  to  draw  the  increased  interest  rate  until 
november  15   1920  therefore  the  interest  payments  due  you 
may  15   1920  and  november  15   1920  are  at  the  rate  of  4% 
conversion  of  4%  bonds  and  are  effective  as  of  the  next  subse- 
quent interest  payment  date  which   procedure  is  outlined  in 
the  enclosed  circular  no  137  we  trust  this  fully  explains  the 
matter  to  you  very  truly  yours  j  m  rice  manager  government 
bond  department  kl  inc. 

31.  saginaw   furniture    co    160   lincoln    st    saginaw   michigan 
gentlemen  attention  of  mr  brown  please  send  us  by  fast  freight 
the  following  order  5    #  1080  dining  tables  5    #  1083   buffets 
5  doz    $  1076  dining  chairs  5    $  1074  dining  chairs  3    $  1090 
china  closets  we  should  like  this  order  billed  at  your  best  cash 


LETTER   PLACING  81 

discount  as  we  plan  to  make  prompt  remittance  yours  truly 
reynolds  &  palmer 

32.  underwood  typewriter  co  incorporated  manufacturers  of 
the  underwood  typewriter  head  office  underwood  building  30 
vesey  street  new  york  u  s  a  new  york  June  n  1920  in  replying 
please  quote  dept  w  mr  charles  1  frank  department  of  stenog- 
raphy  &   typewriting   the   morris   high    school    166   street   & 
boston  road  new  york  city  dear  mr  frank  we  have  carefully 
rechecked  the  papers  of  mr  charles  denton  and  have  taken  into 
consideration   the   facts   mentioned   in  your  letter  the   result 
gives  him  sixty  eight  (68)  net  words  a  minute  according  to  our 
count  we  shall  be  glad  to  forward  our  special  credential  certif- 
icate if  you  will  send  us  the  certification  for  mr  dentons  paper 
through  some  oversight  this  certification  was  not  attached  to 
mr  dentons  test  the  form  for  the  certification  may  be  found 
on  the  last  page  of  the  regular  credential  test  very  truly  yours 
credential  dept  manager  ces-hvp 

33.  felt  &  tarrant  mfg  company  mr  harold  strumpf  morris 
high   school   new  york    city    dear   sir   your  favor  of  June   22 
directed  to  mr  m  e  obrien  new  york  city  has  been  referred  to 
us  for  attention  we  are  glad  to  co-operate  with  you  in  preparing 
your  book  on  office  practice  and  typewriting  for  use  in  high 
schools  and  commercial  schools,  and  take  this  opportunity  of 
mailing  to  you  under  separate  cover  the  following  booklets 
pertaining  to  the  comptometer  a  bookkeeper's  story;  leading 
the  bookkeepers  out  of  bondage;  better  methods  of  accounting; 
the  history  of  the  counting  machine;  machinery  as  an  aid  to 
accountancy;  we  shall  be  glad  to  be  of  any  further  assistance, 
very  truly  yours  felt  &  tarrant  mfg  company 

34.  the  evening  mail  25  city  hall  place  new  york  in  response 
to  a  definite  demand  among  the  24000  teachers  of  the  new  york 
schools  the  evening  mail  will  begin  publication  next  monday 


82          OFFICE  PRACTICE  AND  BUSINESS   STYLE 

June  14  of  a  department  devoted  to  the  interests  of  the  citys 
educational  system  not  only  news  of  the  schools  but  problems 
relating  to  teachers  and  their  activities  will  be  discussed  in  a 
thorough  accurate  and  impartial  manner  teachers  desiring  in- 
formation concerning  eligible  lists  salary  adjustments  oppor- 
tunities for  promotion  and  kindred  subjects  will  find  a  column 
where  such  queries  will  be  answered  the  evening  mail  will 
make  its  schools  news  department  to  the  teachers  what  a  trade 
journal  is  to  the  workers  in  other  occupations  special  attention 
is  called  to  the  fact  that  the  evening  mail  school  news  will  ap- 
pear in  the  home  edition  daily  yours  very  truly  the  evening 
mail 

35.  tower  bros  stationery  co  wholesale  retail  and  manufactur- 
ing stationers  23  west  23  street  new  york  January  31  1920  the 
art-type  shop  370  east  149  street  new  york  city  attention  of 
mr  John  v  walsh  gentlemen  in  reply  to  your  letter  of  January 
29  1920  we  wish  to  advise  that  the  nearest  we  have  to  your 
samples  is  one  marked  ''41  b  job  which  is  85  <£  a  ream  and  the 
mimeograph  paper  which  is  65^  a  ream  trusting  that  these 
prices  meet  with  your  approval  and  that  we  may  be  favored 
with  your  order  we  are  yours  very  truly  tower  bros  stationery 
co  hr:mb 

36.  international  time  recording  company  of  new  york  June  27, 
1921  mr  james  baggot  1352  boston  road  new  york  city  dear  sir 
we  have  just  been  advised  by  the  computing-tabulating-record- 
ing  company  of  which  we  are  a  subsidiary  of  your  interest  in 
our  product  as  evidenced  by  your  inquiry  to  them  of  recent 
date,     we  are  inclosing  a  copy  of  our  general  catalogue  guard- 
ing the  minute  which  is  descriptive  of  our  complete  line  of 
international  time  recorders  we  believe  however  that  your  in- 
terests can  be  served  by  a  personal  explanation  of  the  merits 
of  our  complete  line  and  we  have  taken  the  liberty  of  referring 
your  inquiry  to  our  new  york  sales  office  located  at  9-11  e  37 


LETTER   PLACING  83 

st  with  the  suggestion  that  one  of  their  representatives  call 
upon  you  within  the  next  few  days  this  call  of  course  will 
place  you  under  no  obligation  as  it  will  be  merely  to  assist  you 
with  any  problems  you  may  have  in  mind  thanking  you  for  your 
interest  in  the  matter  and  trusting  that  we  may  be  of  further 
service  to  you  we  are  yours  very  truly  international  time  re- 
cording co  of  n  y  w  walsh  sales  department 

37.  lasalle  extension  university  chicago  ill  gentlemen  referring 
to  your  recent  favor  i  beg  to  advise  that  i  have  received  an 
increase  in  salary  the  same  being  entirely  attributable  to  the 
course  which  i  am  taking  with  lasalle  i  am  more  than  pleased 
with  the  course  one  thing  which  is  particularly  gratifying  to 
me  is  the  fact  that  you  take  a  personal  interest  in  each  one  of 
your  students  which  entirely  removes  all  of  the  discouraging 
features  in  taking  up  a  course  by  mail  very  truly  yours 

38.  Springfield  institution  for   savings   Springfield   mass   may 
25   1921   american  banking  machine    corporation    1530   equit- 
able building  new  york  city  gentlemen  in  reply  to  your  letter 
of  april  1 5th  asking  for  a  report  on  results  obtained  through  the 
use  of  the  automatic  receiving  teller  thrift  system  as  operated 
by  this  institution  in  Springfield  public  schools  I  take  pleasure 
in  inclosing  herewith  detailed  report  for  the  period  September 
15,  1920  to  april  1 6,  1921,  during  which  time  you  will  note  that 
Springfield  school  pupils  deposited  $15,165.22  at  a  recent  meet- 
ing of  the  principals  and  some  of  the  teachers  of  the  schools 
in  which  we  had  these  tellers  installed  I  was  very  much  grati- 
fied to  find  that  every  expression  of  opinion  from  them  was 
enthusiastically  in   favor  of  the  workings  of  this  system   as 
against  any  other  experience  which  they  might  have  had  in 
school  savings  this  confirms  my  opinion  that  it  is  the  simplest 
and   most  convenient   form   of  school   banking   both   for  the 
teacher  and  for  us  which  has  yet  come  to  my  attention  very 
truly  yours  John  brand  treasurer. 


84  OFFICE   PRACTICE  AND  BUSINESS    STYLE 

39.  ford  motor  car  company  detroit  michigan  may  18  1918  to 
mr  e  mayler  114  ford  street  Syracuse  new  york  dear  sir  we  are 
in  receipt  of  your  letter  of  the  tenth  inst  and  we  are  heartily 
in  accord  with  your  ideas  we  are  mailing  you  under  separate 
cover  one  of  our  latest  catalogues  in  which  you  will  find  com- 
plete descriptions  of  parts  and  accessories  of  the  most  common 
terms  in  the  automobile  business   should  you    find    anything 
here   requiring  any  explanation  we  shall  be  very  pleased  to 
answer  any  question  that  might  arise  we  are  at  your  service 
very  truly  yours 

40.  the  macmillan  company  64-66  fifth  avenue  new  york  de- 
cember  I  1916  mr  richard  pool  central  high  school  newark  n  j 
dear  sir  we  are  pleased  to  inform  you  that  the  following  mac- 
millan texts  will  appear  upon  the  new  lists  for  1917-1919  new 
list  number  9156  canby  &  opdycke  elements  of  composition, 
part   III    (aids  to  composition)   contract  price  $.36  new  list 
number  9070  opdycke   news,  ads    and  sales    (complete)    con- 
tract price  $.95  new  list  number  8750  lister  muscular  move- 
ment  writing   advanced   book   contract    price    $.15    new    list 
number  9864  lister:    manual  for  teachers  contract  price  $.30 
in  case  you  lack  samples  of  any  of  these  titles,  we  shall  be  glad 
to  send  them  to  you  yours  very  sincerely  the  macmillan  com- 
pany educational  department 

41.  On  a  full  sized  commercial  sheet,  typewrite  as  your  letter- 
head Morris  High  School  Company,  Dealers  in  Educational 
Supplies,  166  Street  and  Boston  Road,  Bronx,  N.  Y.  Type- 
write the  following  letter  and  sign  your  name  as  President  of  the 
Company.  Show  initials  of  dictator  and  typist. 

messrs  ellis  &  co  sandusky  ohio  gentlemen  we  have  today 
handed  messrs  Cornwall  &  berry  check  for  $106.14  in  payment 
of  your  account  we  regret  that  you  have  thought  the  step  taken 
unnecessary  and  desire  to  say  that  when  your  draft  came  we 
could  not  conveniently  accept  it  and  asked  our  mr  hull  to  write 


LETTER   PLACING  85 

to  you  to  that  effect  we  presumed  that  this  had  been  done  and 
your  solicitors  letter  to  us  was  the  first  intimation  to  the  writer 
that  you  thought  this  step  unnecessary  mr  hull  is  at  present  out 
of  town  and  we  do  not  know  whether  he  wrote  as  instructed 
yours  very  truly 

42.  Set  up  in  good  form  the  following  letter,  which  was  dictated 
by  Mr.  R.  B.  Murray,  purchasing  agent  of  Hanley  and  Jameson, 
importers  and  exporters,  127  South  Street,  New  York.  Supply 
the  dictator's  and  typist's  initials  and  also  state  that  there  is  an 
inclosure: 

messrs  rose  and  harrison  400  sibley  block  rochester  new  york 
attention  manager  of  mail  order  department  gentlemen  we  wish 
to  thank  you  for  your  kind  attention  to  our  last  order  just 
received  we  expected  you  would  have  some  difficulty  in  filling 
and  packing  it  according  to  our  directions  but  were  agreeably 
surprised  to  find  everything  exactly  as  ordered  this  is  one  of 
the  inconveniences  in  running  a  general  store  one  needs  to  have 
everything  under  the  sun  on  further  looking  over  your  catalogue 
we  discover  several  other  things  we  need  in  catalogue  6  dec  6 
1907  we  want  no  14  3  doz  hinges  no  6  I  perfection  heater  and 
no  14  30  pair  acme  heaters  no  68  12  drip  teapots  no  14  6  drip 
coffeepots  and  no  8  4  Ibs  cinnamon  be  sure  that  these  articles 
are  specially  well  packed  in  straw  or  excelsior  as  we  are  in 
immediate  need  of  these  articles  please  ship  by  express  inclosed 
find  check  to  be  applied  to  this  account  yours  truly 


CHAPTER  III 
THE  TYPEWRITER 

PARTS 

i.    (a)  What  is  meant  by  "Touch  Typewriting"? 
is  its  value? 


(b)   What 


(a)  "Touch  Typewriting"  is  a  term  applied  to  the  method  of 
operating  the  typewriter  by  the  sense  of  touch,  or  location — 
without  looking  at  the  keys.     The  keyboard  is  divided  into 
sections  of  convenient  units  and  each  ringer  should  have  its 
assigned  and  definite  group  of  keys  to  operate. 

(b)  Touch  Typewriting  enables  the  typist  to  direct  his  entire 
attention  to  his  shorthand  notes  or  the  matter  which  he  is  copy- 
ing.   By  this  method  the  time  required  in  glancing  from  "copy" 
to  the  machine  and  back  again  is  saved.     Touch  Typewriting 
is  more  accurate  and  more    rapid  than  "sight"  typewriting. 

2.    Indicate  the  arrangement  of  the  characters  on  a  Universal 
Keyboard  typewriter. 


SPACEBAR. 


86 


THE  TYPEWRITER 


3.  How  are  the  fingers  numbered  with  relation  to  the  keys? 
Beginning  with  the  index  finger  of  either  hand  the  fingers  are 

numbered  1—2—3-4  respectively.  To  the  index  finger  are  as- 
signed two  center  keys  on  each  horizontal  row,  and  to  each  of 
the  other  fingers  is  assigned  one  key  on  each  horizontal  row. 
In  this  way,  each  key  is  assigned  to  a  specific  finger  which  al- 
ways operates  it  when  required.  The  thumb  is  used  to  de- 
press the  space  bar  after  the  last  letter  of  every  word. 

4.  Show  by  diagram  a  correct  method  of  fingering  by  the  sense 
of  touch. 


5.  What  is  meant  by  the  term  "guide  keys"? 

The  second  row  on  the  typewriter  is  called  the  guide  row. 
The  fingers  of  both  hands  are  lightly  placed  on  certain  keys 
in  this  row.  The  remaining  keys  are  learned  and  operated 
through  associating  their  relative  location  with  that  of  the 
guide  keys. 

6.  Describe  the  various  parts  of  your  typewriter  and  the  work 
done  by  each  part. 

I.  The  Finger  Keys.  Each  finger  key  controls  two  dif- 
ferent characters,  or  a  small  and  a  capital  letter.  When  the 


88  OFFICE  PRACTICE  AND  BUSINESS   STYLE 

finger  key  is  struck  with  a  firm,  sharp  touch  the  lower  case 
character  will  print  and  the  carriage  moves  one  space  to  the  left. 

2.  Shift  Keys.     These  are  two  large  keys  one  on  each  side 
of  the  machine.     When  a  shift  key  is  depressed  with  the  little 
finger,  and  a  finger  key  is  struck,  the  upper  case  character  will 
be  printed. 

3.  Shift  Lock.     This  is  a  small  key  above  the  shift  key  which, 
if  depressed,  raises  the  carriage,  locking  it  firmly,  so  that  several 
successive  capitals   or  other  upper  case   characters  may   be 
printed. 

4.  The  Space  Bar.     A  long  narrow  black  bar  in  front  and  be- 
low the  keys.     When  this  is  lightly  touched  with  the  thumb 
the  carriage  moves  one  space  to  the  left. 

5.  The  Back  Space  Key.     Every  depression  on  this  key  moves 
the  entire  carriage  one  space  to  the  right  or  backward,  so  that 
a  light  impression  may  be  made  darker. 

6.  The  Platen  or  Cylinder.     This  is  a  large,  rubber-covered 
roller  against  which  the  paper  receiving  the  type  impressions 
rests. 

7.  The  Scales. 

(a)  The  front  scale  with  its  numerical  divisions  is  an  aid 
in  determining  where  to  start  and  finish  the  writing  line. 

(b)  The  cylinder  or  line  scale  is  a  ruled  and  usually 
unnumbered   scale   set   close  to  the   cylinder   and   used 
primarily  as  a  means  of  locating  a  particular  point  or 
points  on  the  writing  line  for  the  purpose  of  making  ac- 
curate corrections  or  additions  to  what  already  appears 
on  the  sheet. 

(c)  The  tabular  or  self-starter  scale  is  used  in  con- 
junction with  the  front  scale  or  cylinder  scale  to  determine 
the  points  at  which  columns  or  figures  are  to  be  com- 
menced.    Special  tabular  or  self-starter  stops  are  set  up 
on  the  tabular  scale  at  these  points  and  operated  by  the 
tabular  (or  self-starter)  key  or  keys  on  the  keyboard. 


THE  TYPEWRITER  89 

8.  The  Paper  Fingers  or  Clamps.     These  are  clamps  which 
can  be  moved  along  the  cylinder  or  platen  (for  different  widths 
of  paper).     They  serve  to  hold  the  paper  firmly  against  the 
cylinder,  and  should  be  set  on  the  right  and  left  edges  of  the 
sheet. 

9.  The  Lateral  Paper  Guide  is  at  the  left  of  the  carriage  be- 
hind the  large  cylinder  and  guides  the  left  edge  of  the  paper 
so  that  each  sheet  is  fed  into  the  machine  in  a  uniform  position 
with  relation  to  the  cylinder. 

10.  The  Carriage  Release  Lever.     A  small  lever  at  each  end 
of  the  carriage.     If  this  is  depressed  and  the  carriage  firmly 
held  with  the  thumb,  the  entire  carriage  may  be  moved  freely 
to  the  left  or  right. 

11.  The  Line  Space  Lever.     This  is  a  long  lever  ending  in  a 
curved  hook  (on  left  side  of  Underwood,  right  side  of  Reming- 
ton).    Swinging  this  lever  toward  the  right  (or  in  the  direction 
of  its  free  movement)  rolls  the  cylinder  and  paper  into  position 
for  the  next  line  and  (on  all  standard  typewriters)  moves  the 
carriage  to  the  right  for  the  beginning  of  the  line. 

12.  The  Paper  Release  Lever.     A  small  lever  on  the  right 
side  of  the  Underwood  carriage  (left  side  Remington)  allows 
free  movement  of  the  paper  for  proper  adjustment. 

13.  The  Line  Space  Adjusting  Lever.     A  small  lever  on  the 
top,  left  side  of  the  Underwood  carriage  (top,  right  side  of  the 
Remington  carriage)  which,  moved  forward  or  backward,  allows 
three  different  widths  of  spacing  between  lines. 

14.  Variable  Line  Spacing  Device.     (Left  end  of  carriage  on 
Underwood;  pull  outward:  right  thumb  wheel  of  Remington; 
push  inward.)    Allows  for  writing  on  ruled  lines  or  adjusts  for 
any  space  between  lines.     When  the  variable  line  space  device 
is  in  operation,  the  cylinder  knobs  should  be  used  to  advance 
the  cylinder  for  new  lines. 

15.  The  marginal  stops  are  located  on  a  scale,  usually  in 
front  of  the  cylinder,  and  slide  right  and  left  along  this  scale. 


90  OFFICE   PRACTICE  AND   BUSINESS   STYLE 

They  enable  the  operator  to  begin  and  end  lines  at  any  desired 
point  on  the  scale  and  insure  uniform  margins  and  length  of 
lines. 

1 6.  Marginal  stop  release  consists  of  one   or  two   keys  (or 
small  levers)  conveniently  located  for  the  purpose  of  permitting 
the  typist  to  write  additional  characters,  if  desired,  at  the  be- 
ginning or  end  of  the  line,  after  the  carriage  has  been  halted 
by  the  marginal  stops.     (See  Key  Lever  Lock  Release  on  the 
Underwood  and  Marginal  Release  Lever  on  the  Remington.) 

17.  The   ribbon-switch   lever    (or   stencil   lever)    throws    the 
ribbon  mechanism  out  of  gear  so  that  the  typebars  may  cut 
the  stencil  paper  directly  when  preparing  a  mimeograph  stencil. 
On  the  Underwood  this  is  a  small  lever  above  and  back  of  the 
ribbon  position  indicator.     Push  this  lever  to  the  left  to  throw 
the  ribbon  out  of  gear.     On  the  Remington  when  the  pointer 
attached  at  the  front  left  of  the  machine  points  to  the  white 
surface,  the  ribbon  is  out  of  gear. 

1 8.  The  ribbon  carrier   (or  guide — Underwood)    and  spools 
automatically  move  the  ribbon  to  a  position  between  the  type 
and  printing  point  on  the  paper  with  every  depression  of  a 
key.     The  ribbon  is  automatically  fed  from  one  spool  to  another 
in  order  to  provide  a  freshly  inked  surface  for  each  printed 
character. 

19.  Bichrome  ribbon  device  allows  the  operator,  with  a  single 
movement,  to  change  the  color  of  the  impression.     Generally 
a  red  and  black  ribbon  is  used. 

20.  Tabular  key  (on  the  Underwood).     Self-starting  keys  (on 
the  Remington).     These  are  keys  which,  if  depressed,  allow  the 
carriage  to  jump  to  any  desired  point  on  the  scale.     This  is 
accomplished  by  means  of  movable  stops  on  the  tabular  bar 
back  of  the  machine  and  scaled  to  correspond  to  the  front 
scale.     This  is  a  very  useful  device  for  paragraph  indention, 
for    columns   of   figures   in   tabulation,    or    for    bookkeeping 
problems. 


THE  TYPEWRITER  91 

21.  The  Bell.  This  rings  six  or  seven  spaces  before  the  key- 
lever  locking  device  acts  at  the  end  of  the  line,  and  serves  as  a 
warning  to  the  operator  to  finish  the  syllable  and  proceed  to 
the  next  line. 


CARE    OF    THE    MACHINE 

7.  (a)   What  must  be  done  so  that  the  typewriter  will  turn  out 
satisfactory  and  efficient  work?     (b)  Explain. 

(a)  The  machine  must  be  cleaned  daily  and  oiled  occasionally. 

(b)  Constant  hammering  of  type  through  the  ribbon  will 
cause  an  accumulation  of  dirt  on  the  type  face.     This  must  be 
removed  either  with  a  pin  or  with  a  stiff  bristle  brush,  brushed 
briskly  forward  and  away  from  the  inner  parts.     For  cleaning 
the  inner  parts  of  the  machine  a  long-handled   camel's  hair 
brush  is  used.     This  removes  dust  accumulation,  eraser  grit, 
etc.     The  frame  and  nickel  parts  can  be  cleaned  and  polished 
with  a  soft  oiled  cloth  or  chamois  skin.     Oil  should  be  used  very 
sparingly — just  a  drop  on  parts  where  there  is  constant  fric- 
tion— never  on  the  type — as  on  the  carriage  rails  or  rods,  the 
shift  rail,  marginal-stop  rod,  tabular-stop  rod,  and  the  paper- 
finger  rod. 

8.  How  may  the  life  of  the  rubber  cylinder  (platen}  be  lengthened? 

A  heavy  grade  of  backing  sheet  may  be  used  with  every  in- 
sertion of  paper  or  the  backing  sheet  may  be  rolled  around  the 
roller  and  the  end  pasted  down.  This  will  allow  a  cleaner 
and  more  even  impression. 

9.  What  may  be  done  to  overcome  uneven  type  impressions 
which  are  due  to  rough  platen? 

A  fine  grade  of  sand  paper  should  be  gently  rubbed  over  the 
platen  until  it  becomes  smooth;  but  if  the  platen  is  too  worn  it 
should  be  changed  for  a  new  one. 


92  OFFICE   PRACTICE  AND  BUSINESS  STYLE 

10.  What  three  things  should  be  done  at  the  end  of  the  day's 
work  on  the  typewriter? 

1.  The  carriage  should  be  centered. 

2.  Marginal  stops  should  be  brought  to  the  center  to  lock 
the  carriage. 

3.  The  machine  should  be  covered  with  rubber  cloth  to  keep 
sweepings  from  accumulating  within  the  inner  working  parts. 

OPERATION 

1 1 .  What  is  the  correct  way  of  inserting  paper  in  the  typewriter? 

1.  Take  the  paper  in  the  left  hand. 

2.  Allow  the  lower  edge  of  the  paper   to  drop  between  the 
platen  and  feed  rolls,  keeping  the  left  edge  flush  with  the  paper 
guide. 

3.  Grasp  the  right  thumb  wheel  with  the  right  hand,  and  with 
one  full  turn  roll  the  paper  around  the  platen. 

4.  Push  down  the  paper  release  for  a  more  even  adjustment 
if  necessary. 

5.  Determine  and  set  your  marginal  stops. 

12.  How  would  you  prevent  uneven  edges  when  many  sheets  are 
to  be  inserted  in  the  machine? 

Fold  a  strip  of  paper  and  feed  the  creased  edge  into  the 
machine.  Insert  the  entire  pack  of  sheets  between  the  two 
parts.  Make  a  brisk  turn  of  the  right  thumb  wheel.  All  the 
papers  will  then  feed  evenly. 

1 3 .  State  the  correct  way  of  removing  paper  from  the  machine. 
On  the  Underwood:    Push  down  the  paper  release  (on  top, 

right  end  of  carriage)  with  the  right  hand  and  pull  the  longer 
end  of  the  paper  upward  with  the  left  hand. 

On  the  Remington:  Push  back  paper  release  lever  (top,  left 
end  of  carriage)  with  the  left  hand  and  pull  the  paper  upward 
with  the  right  hand. 


THE  TYPEWRITER  93 

14.  Explain  in  detail  the  method  of  attaching  a  new  ribbon 
on  (a)  an  Underwood  Typewriter;  (b)  a  Remington  Typewriter. 

(a)  To  change  the  ribbon,  wind  the  old  ribbon  on  one  spool 
by  the  Ribbon  Spool  Ratchet  Handle.  By  means  of  this  handle 
the  ribbon  may  be  wound  either  way.  After  winding  the  ribbon 
on  one  spool,  set  the  carriage  in  the  center  of  the  machine, 
depress  the  shift  lock,  and  lift  the  spools  out  of  the  ribbon  cups 
and  the  ribbon  out  of  the  guide.  Detach  the  ribbon  from  the 
empty  spool  and  attach  the  new  ribbon.  Wind  the  ribbon 
around  the  spool  until  the  eyelet  reaches  the  hub.  Replace  the 
ribbon  spools  in  the  cups  with  the  pin  beside  the  ribbon  reel  in 


UNDERWOOD 


the  little  hole  in  the  ribbon  spool.  Take  care  that  the  ribbon 
feeds  around  the  front  of  both  spools,  and,  if  a  bichrome  rib- 
bon, that  the  color  least  used  is  below.  Pass  the  ribbon 
through  the  slots  in  the  cups  in  front  of  the  rollers  and  through 
the  reversing  levers,  then  back  of  the  ribbon  guide  at  the  cyl- 
inder, and  thread  it  down  behind  the  pins  in  the  ribbon  guide, 
as  shown  by  the  following  diagram. 

The  ribbon  is  more  easily  placed  in  position  by  pulling  the 
lever  that  extends  from  the  outside  of  the  ribbon  cups  forward. 
This  throws  the  roller  and  the  reverse  lever  out  in  position 
where  the  ribbon  can  be  inserted  more  easily.  When  the  rib- 
bon is  placed  in  position  touch  the  left  shift  key,  which  will 


94 


OFFICE   PRACTICE  AND  BUSINESS   STYLE 


lower  the  ribbon  guide.  When  using  a  single  colored  ribbon 
and  the  upper  half  becomes  worn,  reverse  the  ribbon  spools. 
This  brings  the  unused  half  of  the  ribbon  above. 

(b)  Wind  all  of  the  old  ribbon  on  the  right  hand  spool  by 
means  of  the  ribbon  spool  crank.  This  spool  crank,  when 
pulled  out,  causes  the  ribbon  to  revolve  to  the  right;  when 
pushed  in,  to  the  left.  When  the  winding  on  the  right-hand 
spool  is  completed  unhook  the  ribbon  from  the  tape  of  the  left- 


REMINGTON 


hand  spool.  Press  downward  on  the  spool  guard  to  expose  the 
spool.  Then  press  the  snap  catch  which  protrudes  from  the 
right  ribbon  shaft  and  remove  the  spool. 

To  insert  new  ribbon,  unwind  about  a  foot  of  the  new  ribbon, 
pass  the  free  end  up  through  the  slot  above  the  right  spool  and 
to  the  left  across  the  type  segment,  and  fasten  it  to  the  tape  of 
the  left  spool.  Be  careful  not  to  twist  the  ribbon.  There  is  a 
cut-out  on  one  side  of  every  Remington  ribbon  spool;  this  cut- 
out must  fit  over  the  weight  on  the  right  ribbon  shaft.  Push 


THE  TYPEWRITER  95 

the  spool  onto  the  ribbon  shaft,  until  it  snaps  into  place,  and 
return  the  spool  guard  to  proper  position. 

Press  down  the  shift  lock  key  to  raise  the  ribbon  carrier  to 
convenient  position.  Hold  the  ribbon  with  the  thumb  and 
first  finger  of  each  hand  and  place  the  ribbon  back  of  and 
through  the  ribbon  carrier  as  shown  in  the  illustration.  Turn 
the  ribbon  spool  crank,  which  will  straighten  and  take  up  the 
slack  of  the  ribbon. 

15.  State  how  a  ribbon  should  be  disengaged  on  (a)  an  Under- 
wood, (b)  a  Remington,  when  a  stencil  is  to  be  cut. 

(a)  On  the  right-hand  side  of  the  front  plate  above  the  keys 
are  two  keys  and  below  the  scale  is  a  little  knob.     Push  this 
leftward,    insert    stencil,    and    proceed    with    stencil    cutting. 
Though  the  ribbon  has  not  been  touched  it  will  not  interfere 
with  the  type  impressions. 

(b)  The  stencil  cutting  device  on  the  Remington  is  a  small 
lever  with  a  pointer  attached  to  the  front  and  left  of  the  ma- 
chine.    When  the  lever  is  lifted  the  attached  arrow  head  will 
point  to  red  or  black,  which  represent  the  upper  and  the  lower 
half  of  the  ribbon  respectively,  or  to  white,  which  indicates 
no  interference  from  the  ribbon.     The  last  is  the  correct  posi- 
tion when  a  stencil  is  to  be  cut. 

1 6.  (a)  Name  the  different  kinds  of  ribbons,     (b)  Explain  their 
use. 

(a)  I.  Copying,  2.  Record,  3.  Hectograph. 

(b)  I.  Copying  ribbons  are  heavily  inked  ribbons.     They  are 

used  when  it  is  desired  to  transfer  an  exact  copy  of  the 
original  to  another  sheet  of  paper  for  future  reference. 
They  may  be  obtained  in  any  color.  Some  of  them 
are  so  inked  that  they  will  typewrite  in  one  color  and 
copy  in  another.  Letters  done  with  this  kind  of 
ribbon  must  be  handled  carefully  and  kept  from 
moisture  because  they  smudge  easily  and  leave  a  blur. 


96  OFFICE   PRACTICE  AND  BUSINESS   STYLE 

2.  Record  ribbons  are  used  in  all  cases  where  clear  and 
clean  work  is  desired  without  copy.     They  are  un- 
suitable for  transferring  or  copying.     Like  copying 
ribbons  they  may  be  obtained  in  any  color,  plain 
black  being  most  frequently  used  because  of  its  clear- 
cut  appearance.     These  ribbons  are  always  used  for 
legal  documents  or  for  permanent  records. 

3.  Hectograph  ribbons  are  inked  on  one  side  only  (the 
side    nearest   the    paper).     They    are    more    heavily 
inked  than  either  the  copying  or  record  ribbons.   The 
copy  made  through  this  ribbon  is  the  master  copy 
from  which  are  reproduced  all  subsequent  copies  on 
the  hectograph  machine.     The  original  copy  is  never 
used  for  correspondence  purposes  but  is  thrown  away 
on  account  of  its  very  blurred  appearance  after  re- 
moval from  hectograph  machine.     These  ribbons  are 
inked  in  all  desired  colors. 

17.  What  are  bichrome  ribbons? 

A  bichrome  ribbon  is  one  which  has  the  upper  half  of  its 
entire  length  inked  in  one  color  and  the  lower  half  in  another. 
Bichrome  ribbons  are  manufactured  to  accommodate  machines 
which  have  a  bichrome  device  to  allow  two-color  work  on  the 
same  sheet  without  change  of  ribbon.  They  come  in  many 
combinations  of  colors,  red  and  black  being  most  frequently 
used  for  bookkeeping  work  or  for  underscoring. 

1 8.  What  typewriting  defects  should  a  good  typist  always  pre- 
vent? 

1.  Uneven  coloring,  due  to  poor  ribbon,  uneven  touch,  or 
worn  out  platen. 

2.  Smudgy  erasures,  due  to  poor  eraser  or  erasure. 

3.  Uneven  spacing  between  letters  of  the  same  word. 

4.  Strike  overs. 


THE  TYPEWRITER  97 

5.  Crowding  at  the  end  of  the  line,  due  to  failure  to  heed 
the  warning  bell. 

6.  Uneven  length  of  lines,  due  to  failure  to  set  marginal 
stops  before  beginning  work. 

7.  Poor  top  and  bottom  margination. 

19.  How  should  errors  be  erased  on -the  original  copy  so  that 
clean  looking  work  will  result? 

A  regular  typewriter  eraser  and  an  erasing  shield  made  of 
celluloid  with  cut-outs  of  different  sizes  should  be  used.  These 
may  be  purchased  in  any  stationery  store.  Roll  the  cylinder 
upward  until  the  error  is  reached.  Cover  this  with  the  erasing 
shield  so  that  the  error  only  is  visible  through  the  cut-out. 
Erase,  turn  cylinder  downward  to  the  proper  writing  point  and 
strike  with  a  lighter  touch. 

20.  What  is  the  value  of  carbon  copies? 

1.  Carbon  copies  are  a  great  time  saver  because  one  or  more 
copies  may  be  made  at  the  same  time  as  the  original. 

2.  They  enable  a  person  to  attach  and  file  the  carbon  record 
of  replies  to  outgoing  correspondence. 

3.  In  legal  work  the  carbon  sheet  is  invaluable,  because  as 
a  rule  copies  are  made  in  triplicate. 

21.  Give  definite  directions  for  the  arrangement  of  sheets  when 
carbon  copies  are  made. 

1.  Lay  the  sheet  to  receive  carbon  copy  face  upward  on  the 
desk. 

2.  On  top  of  this  place  the  carbon  sheet,   glossy  side  down- 
ward, with  bottom  edge  of  carbon  below  bottom  edge  of  sheet 
face  up,  and  another  carbon  sheet  glossy  side  down. 

4.  Follow  the  same  procedure  for  as  many  carbon  copies  as 
desired. 

5.  Place  the  sheet  which  is  to  receive  the  original  type- 
written impression  on  the  last  carbon,  the  letterhead  farthest 
from  you. 


98  OFFICE   PRACTICE  AND   BUSINESS   STYLE 

6.  The  edge  furthest  from  you  (top  of  letterhead  when  this 
kind  of  paper  is  used)  is  fed  into  the  machine  first. 

22.  Give  a  good  method  of  checking   whether  the  carbons  have 
been  properly  inserted. 

When  the  entire  pack  of  sheets  and  carbons  have  been  rolled 
into  the  machine,  an  examination  of  each  carbon  sheet  in  front 
of  the  cylinder  should  show  the  dull  side  facing  you  and  the 
glossy  side  away  from  you.  Otherwise  papers  must  be  taken 
out,  rearranged  and  reinserted. 

23.  What  care  must  be  exercised  when  working  with  carbon 
paper? 

1.  Creased  carbon  sheets  should  not  be  used,  because  an 
irregular  black  line  is  left  on  the  copy. 

2.  When  arranging  carbons  on  impression  sheets  see  that 
the   carbon   sheets   extend   beyond   the   bottom  edges  of  the 
writing  paper,  to  make  the  separation  of  the  papers  easier. 

3.  Keys  with  a  broad  surface  such  as  m,  w,  %,   $,  $  and 
capitals,  should  be  struck  more  sharply  than  other  keys. 

4.  Letters  containing  loops  such  as  p,  e,  q,  b,  d,  s,  a,  etc., 
should    be    thoroughly    cleaned.     Otherwise    the    carbon    im- 
pression will  be  smudgy. 

5.  If  working  with  used  carbons  hold  them  to  the  light  be- 
fore placing  on  paper.     If  light  shows  through  very  clearly  or 
in  irregular  blotches,  the  sheet  should  not  be  used. 

24.  Give  the  steps  to  be  taken  for  erasing  errors  on   carbon 
copies  without  taking  the  copies  out  of  the  machine. 

1.  Turn  the  cylinder  upward  and  forward. 

2.  Bend  forward  all  sheets  but  the  last  carbon  copy. 

3.  Find  and  erase  carbon  error  with  a  soft  eraser. 

4.  Place  a  blank  sheet  of  paper  over  the  erasure. 

5.  Fold  back  the  carbon  sheet  and  the  second  carbon  copy. 

6.  Proceed  as  in  3  and  4  until  the  original  copy  is  reached  and 
corrected. 


THE  TYPEWRITER  99 

7.  Remove  all  blank  sheets,  turn  the  cylinder  downward  to 
the  writing  point  and  correct  the  error. 

25.  Tell  how  you  would  correct  a  word  from  which  a  letter  has 
been  omitted,  while  the  paper  is  still  in  the  machine. 

Erase  the  entire  word.  With  the  left  hand  push  the  carriage 
to  within  one-half  space  of  the  preceding  word  and  typewrite 
the  whole  word.  The  smaller  space  before  and  after  the  in- 
serted word  will  hardly  show. 

26.  How  is  paper  reinserted  in  the  machine  to  the  exact  writing 
pointy  so  that  the  omitted  letter  may  be  typed  without  detection? 

The  vertical  lines  on  the  alignment  scale  (close  to  the  platen) 
register  the  exact  spacing  between  letters.  The  top  edge  of 
the  scale  coincides  with  the  bottom  edge  of  the  printed  line. 

Return  the  paper  to  the  cylinder,  depress  the  paper  release 
and  move  the  paper  so  that  the  center  and  bottom  of  a  letter, 
such  as  i,  m,  or  v,  is  even  with  the  vertical  rules  and  flush  with 
the  top  of  the  alignment  scale.  The  omitted  letter  may  then  be 
typewritten  in  the  proper  space  without  detection. 

27.  (a)  How  would  you  insert  an  omitted  word  on  the  type- 
writer?    (b)  Illustrate. 

(a)  In  correspondence  this  should  never  be  attempted.     In 
double  or  triple  space  manuscript  work  proceed  as  follows: 

1.  Push  the  cylinder  back  to  the  last  letter  of  the  word 
preceding  the  omission. 

2.  Underscore  the  last  letter  of  that  word. 

3.  In  the  space  of  the  omission  strike  the  bar  or  diagonal. 

4.  Typewrite  the  omitted  word  in  the  space  above  the  bar. 

(b)  Your  work  should  appear  like  this: 

has 
This  word/been  omitted. 


ioo         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

28.  What  errors  can  be  corrected  by  striking  other  letters  over 
them? 

p,  d,  b,  q,  e,  may  be  struck  over  o.  a  may  be  struck  over  s; 
H  over  h;  o  over  c;  n  over  r;  B  over  P;  e  over  o;  h  over  n;  m 
over  n;  E  over  F;  d  over  c;  ,  over  .. 

SPECIAL    CHARACTERS    NOT    ON    KEYBOARD 

29.  How  are  (a)  the  Arabic  figure  one  (/)  and  (b)  the  Roman 
figure  one  (7)  made  on  the  typewriter? 

(a)  The  Arabic  figure  one  is  made  by  striking  small  1. 

(b)  The  Roman  figure  one  is  made  by  striking  capital  I. 

30.  How  are  columns  of  figures  in  (a)  the  Roman  notation  and 
in  (b)  the  Arabic  notation  arranged?     (c)  Illustrate. 

(a)  In  the  Arabic  notation,  because  of  the  decimal  system, 
units  must  always  be  written  under  units,  tens  under  tens, 
hundreds  under  hundreds,  decimal  points  under  one  another,  etc. 

(b)  Because  there  are  no  decimals  in  the  Roman  notation 
numbers  may  be  indented  or  extended  in  accordance  with  the 
taste  and  desire  of  the  typist. 

(c)  Arabic  Roman 

Extended  Indented 

\2.\  I  I 

103.51  II  II 

31,600.01  Ill  III 

loo.l  IV  IV 

l,92l.oo  DCL  DCL 

216.34  MCMXXI  MCMXXI 

31.  Explain  how  you  would  make  the  following  signs,  if  not  on 
the  keyboard:   jf,  !,  plus  sign,  times  sign,  equal  sign,  division  sign, 
degree  sign,  dash,  chemical  formulae,  fractions,  subtraction  sign, 
vertical  line,  horizontal  line,  double  horizontal. 

£  Hold  down  space  bar,  strike  c  and  the  diagonal. 
!  Shift  lock  carriage.     Hold  down  space  bar  and  strike  the 
apostrophe  and  then  the  period. 


THE  TYPEWRITER  101 

+  Hold  down  space  bar,  strike  the  hyphen  and  then  the 
diagonal  or  move  the  cylinder  backward  slightly  and  strike 
the  underscore  and  the  1  or  I  key. 

Times  Sign     Strike  the  x  or  X  key. 

=  Hold  down  space  bar,  strike  the  hyphen  then  move  the 
roller  down  slightly  by  means  of  the  variable  line  spacer  and 
strike  the  hyphen  again. 

-7-   Hold  down  space  bar  and  strike  colon  and  hyphen. 

9°  Strike  the  number  desired  then  by  means  of  the  variable 
line  spacer  move  down  the  roller  just  a  trifle  and  strike  small  o. 

Dash  —  Strike  the  hyphen  twice  in  succession.  (There  must 
be  no  space  before  or  after  the  dash.) 

H2SO4  Strike  the  letters,  turn  up  the  roller  just  a  little  with 
the  aid  of  the  variable  line  spacer  and  write  the  figure  desired. 
Release  the  variable  line  spacer. 

2^  Strike  the  figure  desired,  then  the  bar,  then  the  remaining 
figure  without  using  spaces.  Or  strike  the  figure  desired,  then 
the  hyphen,  then  the  next  figure. 

Subtraction  Sign — Shift  lock,  release  variable  line  spacer, 
turn  the  carriage  backward  a  trifle,  and  strike  key  6. 

Vertical  Line — Single  space  cylinder,  shift  lock,  strike  colon 
or  apostrophe;  back  space  and  strike  the  same  key,  etc.,  for 
any  length  line  desired,  or  set  the  pencil  point  in  the  notch  of 
the  alignment  scale  against  the  paper.  Release  variable  line 
spacer;  turn  the  thumb  wheel  for  the  length  of  line  desired. 

Horizontal  Line — I.  Shift  lock  (use  variable  line  spacer)  and 
strike  key  6  repeatedly,  lightly,  and  with  an  even  pressure  for 
length  line  desired;  or 

2.  Set  pencil  point  in  line  gauge  notch  against  the  paper, 
hold  down  carriage  release  and  slowly  move  the  carriage  to  the 
right  or  left  for  length  of  line  desired. 

Double  Horizontal — Release  variable  line  spacer.  Shift 
lock  and  strike  key  6  repeatedly  for  length  desired.  Return 
carnage  to  the  starting  point;  turn  the  cylinder  upward  a  trifle, 


102         OFFICE   PRACTICE  AND  BUSINESS    STYLE 

and  repeat.  The  variable  line  spacer  will  regulate  the  width 
between  lines.  The  hyphen  may  be  used  to  accomplish  the 
same  result. 

The  Underscore — Shift  lock,  strike  key  6  once  for  each  letter 
in  the  word  to  be  underscored.  Do  not  underscore  the  spaces 
between  words. 

32.  Show  how  a  correctly  underscored  sentence  or  title   should 
look. 

Go  forth   under  the  open  sky. 

THE    PRODIGAL'S    RETURN 

33.  (a)   What  is  meant  by  interlining?     (b)  Illustrate. 

(a)  Interlining    means    indicating    corrections    or    omitted 
words  by  means  of  the  underscore  and  the  bar.     This  can  be 
done  only  in  double  or  triple  spacing.     See  also  27  b. 

left 

(b)  He  has/ to  return  shortly. 

SPACING    AFTER    PUNCTUATION 

34.  When  should  (a)  no  space,  (b)  one  space,  (c)  two  spaces 
be  left  ajter  punctuation  marks?     (d)  Illustrate. 

(a)  No  space — 

1.  After  the  comma  when  used  to  divide  groups  of  num- 
bers, 7,635,182. 

2.  Between  the   period  and  comma  when  following  an 
abbreviation,  etc., 

3.  After  the  opening   parenthesis   or   before  the  closing 
parenthesis,  (Latin). 

4.  After  $  or  $,  $13,  #16. 

5.  Before    or    after    the    hyphen    in   compound   words, 
book-worm. 

6.  After    the    opening    quotation   and    before  the    final 
quotation  mark.     "I  came I  conquered." 


THE  TYPEWRITER  103 

7.  Between    any    two    succeeding    punctuation    marks. 
(See  2,  or  6.) 

8.  Before  or  after  the  dash.     A  noun  —  Latin,  nomen. 

9.  Between  the  figure  and  £  sign,  13^. 

(b)  One  space — 

1.  After  a  period  in  an  abbreviation. 

2.  After  a  comma. 

3.  After  a  semi-colon. 

4.  Between  words. 

5.  After  closing  parenthesis. 

6.  Before  opening  parenthesis. 

(c)  Two  spaces — 

1.  At  the  end  of  a  sentence. 

2.  After  an  interrogation  or  exclamation  point. 

3.  After  colon  when  a  capital  follows. 

35.  How  should  a  quotation  be  punctuated? 

If  it  is  a  part  of  the  quotation  place  the  punctuation  before, 
otherwise  the  punctuation  is  written  after  the  final  quotation. 

36.  (a)  Describe  in  detail  a  practical  method  of  centering  and 
{b)  illustrate  by  centering  the  following,  using  as  many  lines  as 
may  be  necessary:    Examination  in  Typewriting,  held  at  (name 
your  school  and  place}  Thursday,  January  23,  1922. 

(a)  First  Method — Add  the  numbers  at  which  the  marginal 
stops  are  set.  From  the  sum  obtained  subtract  half  the  number 
of  points  (spaces,  letters,  and  punctuation)  in  the  line  or  title  to 
be  centered.  The  result  is  the  point  on  the  scale  at  which  to 
begin. 

Second  Method — Make  a  slight  crease  at  the  top  center  of 
paper.  Move  the  carriage  to  that  point,  and  back  space  one 
point  for  every  two  points  in  the  line  to  be  centered.  The  re- 
sult is  the  proper  point  for  beginning. 

Third  Method  (Underwood) — Set  the  paper  in  the  center 
of  the  cylinder,  move  the  carriage  pointer  or  indicator  to  zero 


104         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

(o),  which  is  at  the  right  of  the  scale.  Strike  the  space  bar  once 
for  each  point  in  the  title.  The  number  shown  by  the  in- 
dicator on  the  red  scale  is  the  point  on  the  white  scale  at  which 
the  line  to  be  centered  begins. 

Fourth  Method  (Remington) — Set  the  paper  one-fourth  of 
an  inch  from  the  left  edge  of  the  cylinder.  Move  the  carnage 
to  the  extreme  right  of  the  scale.  Back  space  once  for  each 
point  in  the  line  to  be  centered.  Divide  by  two.  The  result 
obtained  is  the  proper  starting  point. 

(b)  Examination  in  Typewriting 

held  at 

Morris  High  School 
Thursday,  January  23,  1922. 

37.  How  would  you  center  an  article  or  letter  on  a  commercial 
sheet  of  paper? 

There  are  six  single  typewritten  lines  to  the  inch.  A  com- 
mercial sheet  therefore  will  accommodate  66  single  spaced 
lines.  Count  the  number  of  lines  in  the  article  to  be  typed, 
allowing  for  spaces  between  lines.  Subtract  the  total  from  66 
and  divide  by  2  for  the  upper  and  lower  margins.  The  result 
shows  how  far  from  the  top  edge  to  begin  typewriting. 

38.  At  what  points  on  the  typewriter  scale  would  you  begin: 
(a)  Date  line,     (b)  Name  of  correspondent,     (c)  Address,      (d) 
Salutation,    (e)  Body.    (/)  Complimentary  close,    (g)  Signature? 

(a)  40  or  45. 

(b)  5  or  marginal  stop. 

(c)  10  or  15. 

(d)  5  or  marginal  stop. 

(e)  10  or  15. 
(/)   30. 

fe)  35. 


THE  TYPEWRITER  105 

MANIFOLDING  AND   DUPLICATING   MACHINES   AND   PROCESSES 

39.  (a)   What  is  meant  by  manifolding  or  duplicating?  (b)  Men- 
tion four  different  ways  of  duplication. 

(a)  Manifolding  or  duplicating  is  the  process  of  making  many 
copies  from  one. 

(b)  i.  Carbon  paper — by  means  of  which  three  to  ten  clear 

copies  may  be  made. 

2.  Hectograph   ribbons  or  hectograph    ink,   the   master 
copy  of  which  will  make  as  many  as  50  good  copies. 

3.  Stencils  which,  if  well  cut,  will  make  as  many  as  1000 
good  copies. 

4.  Type-setting  machines  which  will  make  any  number 
of  copies  each  as  good  as  the  first. 

40.  (a)   What  is  the  hectograph  machine?     (b)  Describe  the  pro- 
cess of  making  copies  by  means  of  the  hectograph. 

(a)  A  hectograph  machine  consists  of  a  dried  gelatine  pad — 
either  on  linoleum  cloth  or  in  a  pan.     This  pad  retains  the 
master  impression  from  which  the  copies  are  made. 

(b)  The  original,  called  the  master  copy,  is  made  on  a  non- 
absorbent  or  good  bond  paper  with  hectograph  ink  or  hecto- 
graph ribbon  and  typewriter.     When  the  master  copy  is  dry  it 
is  placed  smoothly  face  downward  on  the  gelatine  pad,  rubbed 
down  firmly,  allowed  to  remain  for  two  or  three  minutes.     It 
is  then  stripped  off  and  thrown  away.     Sheet  after  sheet  is 
then  applied  to  the  negative  copy  left  on  the  face  of  the  gelatine 
pad.     Each  sheet  after  application  is   an  exact  copy  of  the 
original,  though  a  trifle  lighter  in  color  than  the  preceding  copy. 

41.  How  may  the  hectograph  be  used  again  for  other  matter? 

A  different  gelatine  pad  is  used,  or  another  portion  of  the 
same  gelatine  pad  that  has  no  impression  on  it  is  used.  Gen- 
erally the  impression  is  wiped  off  with  a  moist  sponge  without 
pressure  and  a  new  master  copy  is  applied.  If  the  hectograph 


io6 


OFFICE   PRACTICE  AND  BUSINESS   STYLE 


is  not  immediately  needed,  but  is  put  away  for  later  use,  the 
impression  gradually  sinks  to  the  bottom  of  the  pan. 

42.    Name  four  machines  that  work  on  the  same  principle  as 
the  hectograph. 

1.  Rapidograph  3.  Graphic  Duplicator 

2.  Schapirograph  4.  Bensinger  "Rapid" 


DUPLICATOR 


43.  {a)  Name  three  machines  that  print  from  stencils,  (b)  Men- 
tion three  different  kinds  of  stencils,  (c)  Describe  in  detail  the 
process  of  cutting  a  stencil. 

(a)  Flat  mimeograph,  Rotary  mimeograph  (Neostyle),  Roto- 
speed  machine. 

(b)  Autographic  stencil,  wax  typewriter  stencil,  and  derma- 
type  stencil. 

(c)  I.  The  autographic  stencil  consists  of  a  single  thin  ruled 

tissue  sheet,  covered  with  a  coating  of  paraffine  wax. 


THE  TYPEWRITER  107 

A  large  board,  the  upper  part  of  which  has  a  steel 
plate,  is  used  as  a  table  on  top  of  which  is  placed  the 
autographic  stencil.  A  steel  pencil,  called  a  stylus,  is 
then  used  to  write  or  draw  whatever  is  desired  on  the 
stencil.  The  writing  is  merely  a  scraping  of  the  wax 
against  the  steel  board  as  a  backing. 

2.  The  wax  stencil  consists  of  a  heavy  manila  backing 
sheet,  a  protecting  tissue,  on  top  of  which  is  the  wax 
stencil,  and,  finally, 

above  this,  a  top 
protecting  tissue 
sheet.  Without  re- 
moving any  of  these 
sheets,  the  com- 
posite stencil  is  fed 
into  the  typewriter 
and  the  typing  is 
done  with  a  firm, 

,  ,  PREPARING   THE    STENCIL 

sharp,  even  touch. 

Keys  with  a  broad  face  like  M  and  $  or  capitals  must 
be  struck  more  sharply,  while  letters  like  o  and  e 
must  be  struck  more  lightly.  Care  must  be  taken  not 
to  crease  the  wax  stencils,  as  every  crease  or  scratch 
permits  the  ink  to  get  through,  leaving  a  black  line  or 
smudge  on  the  printed  copy. 

3.  The  dermatype  stencil  is  a  single  chemically-prepared 
blue  sheet  with  a  backing  similar  to  the  wax  stencil. 
The  backing  is  moistened  with  a  specially  prepared 
fluid  called  dermax  (although  soap  water  will  give  the 
same  results).     The  blue  sheet  is  then  smoothed  down 
evenly  on  the  backing  to  take  out  the  air  bubbles. 
Surplus  moisture  is  removed  by  applying  a  newspaper 
sheet  over  the  surface  for  a  moment.     The  stencil  is 
then  fed  into  the  machine  and  the  typewriting  done 


io8 


OFFICE   PRACTICE  AND  BUSINESS   STYLE 


while  the  sheet  is  wet.  If  the  dermatype  stencil  dries 
before  completing  the  tyepwritten  form,  it  must  be 
taken  out  and  remoistened. 

44.  How  are  corrections  made  on  stencils? 

Adhesive  paper  may  be  used  to  paste  over  undesired  matter, 
or  a  varnish  especially  prepared  for  the  purpose  may  be  used  to 
cover  the  error.  After  waiting  a  few  minutes  for  the  varnish 
to  dry,  the  correction  can  be  made  over  the  error.  Errors 
treated  this  way  will  not  be  detected. 

45.  (a)  Describe  the  mimeograph  and  (b)  tell  how  it  is  operated. 

(a)    The     mimeo- 
graph is  a  steel  cyl- 

;  7  /*"  inder   fitted   with    a 

sheet  of  perforated 
brass  on  which  is 
securely  fastened  a 
cloth  pad.  A  spe- 
cially prepared  ink  is 
permitted  to  flow 
from  a  fountain  with- 
in the  drum,  and  is 
evenly  brushed  on 
the  inside  of  the 
brass  frame.  This 

Ink  is  then  taken  up,  through  the  perforations  in  the  brass 
frame  by  the  cloth  pad  with  each  turn  of  the  drum  and  is 
transferred  through  the  cut  stencil  to  the  receiving  sheet. 
Some  machines  are  equipped  with  self-inking,  automatic  feed- 
ing of  paper,  and  self-counting  devices  for  speed,  accuracy,  and 
economy. 

(b)  Take  the  stencil  from  the  typewriter.  Remove  the  back- 
ing on  the  perforated  line  of  the  dermatype  ami  the  tissues  from 
the  wax  stencil.  Supply  enough  ink  from  the  fountain  to 


THE    MIMEOGRAPH 


THE  TYPEWRITER 


109 


PLACING   THE    STENCIL    ON    THE 
MIMEOGRAPH,    NO.    I 


moisten  the  pad.  Attach  the  stencil  to  the  stencil  buttons  on 
the  cylinder  and  pull  evenly  over  the  pad.  Place  the  necessary 
supply  of  paper  on  the  feedboard.  Slide  the  paper  weight  in 
proper  position  (at  the 
center  of  the  bar  for  com- 
mercial paper;  at  the  end 
of  the  bar  for  legal  paper). 
Release  the  automatic  feed; 
adjust  the  receiving  tray; 
set  the  recorder  for  the 
number  of  copies  required. 
Turn  the  handle  with  a 
right  motion  for  printing 
the  first  copy.  Raise  or 
lower  the  print  as  required. 

Run  ofF  as  many  copies  as  are  desired,  and  leave  the  stencil 
on  the  pad  until  the  machine  is  ready  to  print  a  new  form. 

46.    Explain  fully  how  you  can  prevent  the  back  of  each  printed 
sheet  from  being  smudged  by  the  ink  of  the  preceding  copy. 

By  interleaving. 
Take  the  pages  of  a  dis- 
carded telephone  directory, 
or  newspaper  sheets  cut  to 
the  same  size.  On  the  top 
of  each  printed  copy  as  it 
comes  out  of  the  machine, 
is  placed  one  of  these  pages, 
called  a  filler.  This  absorbs 
the  wet  ink  of  the  printed 
copy,  leaving  the  back  of 
each  printed  sheet  clean. 

In  ordinary  work  a  special  mimeograph  or  absorbent  paper  is 

used.     This  takes  up  all  excess  ink. 


PLACING   THE    STENCIL    ON   THE 
MIMEOGRAPH,    NO.    2 


no 


OFFICE   PRACTICE   AND   BUSINESS   STYLE 


47.    (a)  Name  four  different  kinds  of  typesetting  machines  and 
(b)  describe  two  of  them. 

(a)  Multigraph,  Multicolor,  Writerpress,  and  Printing  press. 

(b)  I.  The  multigraph  is  a  combined  typewriter,  typesetter, 

and  printing  press.  It  may  be  operated  either  with 
typewriter  ribbon  or  printing  ink,  and  may  be 
equipped  with  signature  attachment.  The  machine 
consists  of  two  cyl- 
inders channeled  or 
grooved  to  corre- 
spond to  typewriter 
lines.  The  left-hand 
cylinder  is  the  type 
supply  drum,  in  the 
channels  of  which 
are  all  the  different 
characters  that  are 
found  on  the  type- 
writer. As  the  let- 
ters making  up  the 
words  of  the  com- 
position are  needed 
they  are  rapidly 
shot  into  the  right- 
hand  printing  drum 
with  the  assistance  of  a  scale  indicator  which  points 
to  the  letter  desired,  and  a  trigger,  until  the  entire 
composition  has  been  set  up. 

The  type  is  kept  from  moving  along  the  grooves  by 
means  of  a  long  marginal  band  on  the  right  and  spring 
clips  at  the  end  of  each  line.  The  entire  drum  is 
then  removed,  and  fastened  to  the  printer.  A  proof 
is  made  by  placing  a  carbon  between  two  blank  sheets 
and  running  these  through  the  machine.  Corrections 


THE   MULTIGRAPH 


THE  TYPEWRITER  in 

are  made  by  pulling  up  the  spring  clip,  sliding  out  the 
wrong  letter  on  a  tube,  and  inserting  the  correct  letter. 
If  no  corrections  are  necessary  the  entire  composition 
is  covered  with  a  broad  eight-inch  typewriter  ribbon 
which  moves  automatically  from  one  spool  to  another 
with  each  turn  of  the  drum.  With  the  help  of  the 
paper  guide  and  an  upward  or  downward  turn  of  the 
drum,  the  composition  may  be  properly  centered  on 
the  paper.  The  paper  is  placed  on  the  feeding  table 
and  the  complete  article,  after  corrections  are  made,  is 
printed  with  one  left  turn  of  the  hand  crank.  A 
cyclometer  registers  the  number  of  copies  desired. 

The  multigraph  printer  is  also  equipped  with  self- 
feeding  and  electric  power  attachments.  Each  copy 
turned  out  is  a  perfect  piece  of  typewritten  work> 
and  may  be  printed  on  commercial  or  legal  paper. 
2.  The  multicolor  press  is  similar  in  principle  to  the  mul- 
tigraph with  the  following  exceptions: 

1.  It  operates  at  high  speed — 4500  copies  an  hour. 

2.  It  prints  a  form  8|  inches  by  12  inches. 

3.  It  can  print  a  letterhead,  letter,  and  signature  in 
three  different  colors  at  one  operation. 

4.  It  is  a  flat  bed  press  using  any  kind  of  standard 
printing  type  and  accessories. 

5.  It  makes  uniform  impressions  on  any  thickness  of 
paper  or  cardboard  of  any  form  desired  from  type, 
cuts,  line  plates,  etc. 

COPYING    OUTGOING    MAIL 

48.    Give  three  ways  by  means  of  which  copies  of  outgoing  letters 
may  be  preserved  for  convenient  reference. 

1.  The  letter  press  method. 

2.  The  roller  copier  and  bath. 

3.  The  Roneo  copying  machine  without  bath. 


H2          OFFICE   PRACTICE  AND   BUSINESS   STYLE 

49.  Explain  in  detail  (a)  the  equipment  and  (b)  the  process  of 
copying  by  means  of  the  letter  press. 

(a)  A  letter  book,   consisting  of  an   alphabetic  index  and 
numbered  tissue  sheets,  a  number  of  oiled  cardboard  sheets 
larger  than  the  letter  book  pages,  heavy  cloths  or  blotting  paper 
of  similar  size,  and  a  screw  press  constitute  the  equipment. 

(b)  Turn  to  the  first  unused  page.     Place  an  oiled  sheet  to 
the  left  of  the  page.     On  this  lay  the  damp  cloth  or  blotting 
sheet  evenly.    Turn  the  tissue  page  down  on  the  cloth.     Place 
the  letter  to    be  copied  face   downward  on  the  tissue  sheet. 
Repeat  the  same  operation  for  all  letters  to  be  copied.     Lay 
the  oiled  sheet  on  the  last  letter.    Close  the  book  carefully  and 
place  in  the  letter  press.     Screw  down  the  lever  firmly  and  al- 
low the  book  to  remain  in  the  press  a  minute  or  two.     The 
original  letters  are  then  removed,  dried,  and  mailed  and  an 
exact  copy  including  signature  and  corrections  is  left  in  the 
book  ready  to  be  indexed  and  cross  referenced. 

50.  Describe  and  illustrate  a  method  of  cross  referencing  and 
indexing  the  letter  press  book. 

At  the  left  top  of  the  page  bearing  the  copied  letter  is  written 
in  fractional  form  a  numerator,  which  tells  the  page  of  the  pre- 
ceding letter  to  the  same  firm,  and  a  denominator  which  gives 
the  page  number  of  the  next  letter  to  the  same  firm.  For  ex- 
ample, in  the  following  numbers  appearing  on  different  pages 
of  the  letter  press  book  T%,  ¥5^,  12.  o  indicates  the  letter 
on  this  page  is  the  first  letter  to  this  firm;  12  indicates  that 
the  next  letter  to  this  firm  is  on  page  12.  When  you  turn  to 
page  12,  the  number  5  shows  that  the  preceding  letter  is  on 
page  5  and  the  next  letter  on  page  62.  On  page  62  we  find 
there  are  no  more  letters  written  to  this  firm.  In  the  alphabetic 
index  in  the  front  of  the  book  should  appear  after  the  firm  name 
the  page  numbers  of  the  copied  letters. 


THE  TYPEWRITER 


12 


62 


5 1 .   Describe  the  rapid  roller  copier. 

This  in  principle  is  similar  to  the  letter  press  book.  It  is 
equipped,  however,  with  a  continuous  roll  of  tissue  (instead  of 
a  book)  which  passes  through 
a  water  bath  before  copying. 
The  letter  to  be  copied  is 
placed  face  down  on  a  metal 
table.  A  turn  of  the  hand 
crank  forces  the  letter 
between  two  heavy  metal 
rollers  where  it  comes  in  con- 
tact with  the  moistened  tis- 
sue sheet.  The  pressure  of 
the  rollers  makes  an  exact 
copy  on  the  tissue  sheet. 
The  original  letter  then  falls 
into  a  receiving  basket,  while 
the  tissue  is  wound  on  a  reel 
where,  after  drying,  it  is 
cut  to  size  and  filed  with  the  letter  to  which  it  is  an  answer. 


RAPID    ROLLER   COPIER 


52.    What  is  the  Roneo  Copier? 

This  machine  is  similar  to  the  rapid  roller  copier.  The 
water  bath  is  eliminated,  the  tissue  roll  used  being  chemically 
prepared.  The  tissue  roll  is  placed  on  a  reel  in  the  machine, 


114          OFFICE   PRACTICE  AND  BUSINESS   STYLE 

the  letter  to  be  copied  is  brought  in  contact  with  the  paper, 
and  is  passed  between  the  rollers  under  pressure.  The  letters 
automatically  fall  into  a  receiving  tray.  When  all  the  letters 
have  been  copied,  the  knife  blade  which  is  a  part  of  the  ma- 


RONEO    COPIER 

chine,  cuts  all  the  copies  at  the  same  time  with  one  movement 
of  the  blade.     The  letters  are  then  filed. 

REGENTS    QUESTIONS    IN    TYPEWRITING 

Wednesday,  January  19,  1921 — 1.15  to  4.15  p.m.,  only 

1.  Copy  on  a  typewriter  the  selection  given  on  the  separate  sheet 
[210  words  to  be  copied  in  seven  minutes;  the  work  then  to  be  col- 
lected by  the  examiner}.     [45] 

2.  Using  a  suitable  head,  tabulate  on  a  single  sheet  of  paper 
the  comparative  financial  statement  of  James  C.  Leslie  as  given 
below:     [20] 

Assets  for  1918:  Cash  $6782.56;  Furniture  and  Fixtures 
$835;  Merchandise  $19,650;  Accounts  Receivable  $21,587.50; 
Total  Assets  $48,855.06.  Liabilities  for  1918:  Accounts  Pay- 
able $25,372;  Total  Liabilities  $25,372.  Net  Worth  for  1918: 
$23,483.06.  Assets  for  1919:  Cash  $4372.50;  Furniture  and 


THE  TYPEWRITER  115 

Fixtures  $751.50;  Merchandise  $21,165;  Accounts  Receivable 
$23,742.25;  Notes  Receivable  $2000;  Total  Assets  $52,031.35. 
Liabilities  for  1919:  Accounts  Payable  $24,793.75;  Notes  Pay- 
able $1500;  Total  Liabilities  $26,293.75.  Net  Worth  for  1919: 
$25,737.50.  Assets  for  1920:  Cash  $5847.32;  Furniture  and 
Fixtures  $668;  Merchandise  $20,436;  Accounts  Receivable 
$25,150.15;  Notes  Receivable  $1000;  Delivery  Equipment 
$1500;  Total  Assets  $54,611.47.  Liabilities  for  1920:  Accounts 
Payable  $26,378.40;  Notes  Payable  $1000;  Total  Liabilities 
$27,378.40.  Net  Worth  for  1920:  $27,232.07. 

3.  Answer  both  (a)  and  (b): 

(a)  Using  January  15,  1921,  as  a  date,  type  the  following  letter 
in  attractive  form  for  Lee  &  Harkness,  General  Furniture  Dealers, 
275  State  Street,  Hudson,  N.  Y.;  the  letter  is  to  be  signed  with  the 
firm  name  and  by  T.  B.  Lee,  the  president:     [10] 

the  reliable  furniture  co  281  western  ave  chicago  ill  gentlemen 
please  send  us  as  soon  as  possible  to  the  above  address  the 
following  goods  as  listed  in  your  current  spring  catalog  25  brass 
beds  #312  20  fumed  oak  rocking  chairs  #338  72  american 
walnut  dining  chairs  #1056  10  mahogany  davenports  #978 
kindly  make  the  shipment  by  new  york  central  railroad  fast 
freight  and  bill  to  us  subject  to  your  best  cash  discount  yours 
truly.  [Insert  initials  of  dictator  and  typist.] 

(b)  Address  an  envelope  of  the  regular  business  size  for  the  above 
letter.     [5]    [Use  paper  cut  approximately  6\"  x  jf",*  if  envelope 
is  not  supplied.} 

4.  Under  date  of  January  20,  1921,  The  Reliable  Furniture 
Company  fills  the  order  mentioned  in  question  3.     The  prices 
and  extensions  are  as  follows:  brass  beds  $30  each,  #750;  rocking 
chairs  $15  each,  $300;  dining  chairs  $145  a  dozen,  $870;  daven- 
ports $40  each,  $400;  total  $2320. 

On  a  separate  sheet  of  paper  make  the  invoice  in  proper  form  for 
The  Reliable  Furniture  Company.     [10] 


Ii6         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

5.  Answer  both  (a)  and  (b): 

(a)  Explain  how  the  tabulating  device  may  be  used  to  advantage 
in  letter  writing.     [5] 

(b)  Illustrate  two  forms  of  typewritten  signature  to  a  business 
letter.     [5] 

6.  Write  briefly  on  two  of  the  following  topics:   [10] 

(a)  How  to  erase  an  error  when  making  carbon  copies. 

(b)  How  to  make  single  horizontal  and  double  horizontal  lines. 

(c)  How  to  place  a  set  of  carbons  in  the  machine  so  that  the  edges 
will  be  even. 

(d)  How  to  cut  a  stencil  for  the  mimeograph  (neostyle). 

TYPEWRITING 

Wednesday,  January  18,  1922 — 1.15  to  4.15  p.m.,  only 

1.  Copy  on  a  typewriter  the  selection  given  on  the  separate 
sheet  [210  words  to  be  copied  in  seven  minutes;  the  work  then  to 
be  collectedly  examiner].     [45] 

2.  Using  the  main  heading,  "Jefferson  Savings  Bank"  and 
the  subheading,  "Condition  at  Close  of  Business,  December  31, 
1921,"  arrange  the  following  bank  statement  in  form  suitable  for 
presentation  to  the  depositors: 

Assets — bonds  and  mortgages  $283,989.37;  United  States 
Liberty  bonds  $46,050;  railroad  mortgage  bonds  $107,000; 
bankers'  acceptances  $17,042.89;  cash  on  deposit  in  other  banks 
$19,217.63;  cash  on  hand  in  bank  $8,563.85;  total  $481,863.74. 
Liabilities — due  depositors  $438,063.95;  accrued  interest  on 
notes  payable  $279.50;  surplus  $43,520.29;  total  $481,863.74. 
[25] 

3 .  Using  today's  date,  type  in  good  form,  ready  for  signature, 
the  following  letter  dictated  to  you  by  Arthur  S.  Hall,  sales  manager 
of  the  Penn  Linoleum  Company  of  your  city:    [10] 

Mr.  George  W.  Seymour,  1265  Main  Street,  City.  Dear  Sir: 
Now  that  your  new  offices  are  nearing  completion,  you  are,  of 
course,  planning  on  a  high  grade  floor  covering.  Read  what  the 
president  of  one  of  our  city  banks  wrote  to  us  recently:  "I  like 
the  linoleum  that  covers  our  floors,  because  it  muffles  the  sound 


THE  TYPEWRITER  117 

of  hurrying  footsteps  and  gives  to  our  offices  the  blessing  of 
quietness."  Does  not  that  phrase,  "the  blessing  of  quietness," 
appeal  to  you?  Would  you  too  not  like  to  enjoy  that  blessing? 
Our  booklet,  "Office  Floors,"  containing  plates  of  colors  and 
designs,  tells  how  to  banish  noise  and  confusion.  Write  for  it 
today.  Yours  truly,  Penn  Linoleum  Company,  Sales  Manager. 

4.  Make  in  proper  form  the  invoice  for  the  following  transac- 
tion: 

On  January  5,  1922,  the  Randall  Furniture  Company,  dealers 
in  office  furniture,  New  York  City,  sold  to  Charles  E.  Moore 
of  your  city,  terms  T%  •<&,  the  following  items:  I  roll  top  desk 
no.  16,  $65;  I  filing  cabinet  no.  108,  $45;  2  office  chairs  no.  207 
at  $8,  $16;  total  $126.  [10] 

5.  Your  employer  has  a  reference  library  for  which  he  has  a 
simple  card  index.      He  has  just  added  to  the  library  "Modern 
Business  Letters,"  written  by  George  S.  Turner  and  published 
last  year  by  the  Standard  Book  Company.     The  book  has  been 
numbered  127. 

Make  out  three  index  cards  (5"  by  3"),  one  referring  to  the  book 
by  title,  one  by  author,  and  one  by  subject.  [10] 

6.  Arrange  the  following  names  in  strictly  alphabetical  order: 
Robert   R.   Gallinger,   Harold   E.   Le   May,   Donald   Wait, 

Charles  J.  Ohrt,  James  E.  Beecher,  Robert  R.  Lewis,  Francis 
St.  Gaudens,  William  De  Mott,  Frederick  McAdoo,  John  J. 
O'Connell,  Ambrose  F.  Dearborn,  Carl  Marlow,  Glenn  A. 
Waite,  Robert  B.  Stewart,  James  Becker,  Raymond  S.  Galway, 
Roger  O'Leary,  John  M.  Maartens,  Richard  C.  Lamaron, 
Donald  MacDonald.  [10] 

7.  Explain  the  use  of  each  of  four  of  the  following  parts  of  the 
typewriter:  line  space  adjusting  lever,  left  marginal  release  tabular 
stops,  back  spacer,  paper  release,  ribbon  reverse.     [10] 


CHAPTER  IV 
TABULATION  AND  ARRANGEMENT 

1.  What  is  the  meaning  and  purpose  of  tabulation? 

Tabulation  is  the  proper  arrangement  of  matter  in  columns 
so  that  the  important  parts  will  stand  out  boldly  enough  to 
attract  the  eye,  with  as  little  repetition  of  titles  as  possible. 

The  finished  product  must  show  a  compact,  simple,  and  well 
arranged  table. 

2.  What  should  be  done  before  beginning  to  typewrite  an  article? 

The  entire  article  should  be  read  and  analyzed.  Repeated 
matter  should  be  eliminated  and  reduced  to  a  heading;  sub- 
titles must  be  properly  arranged  under  main  heads;  and  a  suit- 
able summarized  general  title,  which  will  give  a  clear  idea  of 
the  purpose  of  the  tabulation,  must  be  centered  at  the  head  of 
the  entire  article.  Sufficient  space  should  be  left  between 
columns  for  ruling  vertical  lines  with  pen  or  pencil,  or,  by  means 
of  colons,  on  the  typewriter. 

3.  What  steps  are  to  be  followed  in  correct  tabulation? 

1.  Determine  a  suitable  main  heading. 

2.  Select  the  repeated  statements  or  words,  and  reduce  these 
to  suitable  subheads. 

3.  With  pencil  and  paper,  roughly  arrange  the  figures  in  the 
proper  columns.     Set  totals  if  required. 

4.  Count  the  number  of  points  (spaces,  punctuation,  figures, 
and  letters)  in  the  longest  item  of  each  column  and  get  the  sum 
total  of  all  columns. 

5.  Determine  the  number  of  spaces  to  be  left    between 

118 


TABULATION  AND  ARRANGEMENT 


119 


columns  and  allow  an  odd  number  of  points  for  each  of  these 
spaces. 

6.  The  sum  total  of  numbers  found  in  4  and  5  will  be  the 
total  number  of  points  to  be  used  across  the  page  in  the  table. 

7.  Subtract  the  total  found  in  number  six  from   the  total 
points  in  the  typewriter  scale,  and  divide  by  two.     The  result 
is  the  figure  on  the  typewriter  scale  for  the  left  marginal  stop, 
and  the  beginning  of  the  first  column. 

8.  Set  the  tabular  stops  (Underwood)  or  the   self-starting 
stops  (Remington)   by  adding  points  in  each  column   to  the 
spaces  between  columns. 

9.  Count  the  number  of  lines  in  the  table  and  center  for 
top  and  bottom  of  the  page,  in  order  to  get  suitable  upper 
and  lower  margins. 

10.  Center  main  heads  and  subheads.  Rule  vertical  lines 
with  pencil  in  the  alignment  scale  notch,  or  with  the  colon,  and 
make  horizontal  lines  with  the  underscore  or  hyphen  on  the 
typewriter. 


4.    Show  how 
Style 

you  would  tc 
No.  53 

ibulate  the  fo 
No.  64 

llowing  prob 
No.  85 

lem: 

No.  58 

W 

2 

i 

i 

2 

X 

4 

4 

3 

4 

z 

7 

6 

5 

7 

(*) 


z 

wer 
5 

7 
6 

6 
6       :       6 

5 
6 

j 

5 

Total  49 


120         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

Numbers  in  line  (a)  are  points  in  the  longest  item  of  each 
column.  Numbers  in  line  (b)  represent  blank  spaces  to  be  left 
between  columns.  49  represents  the  total  of  the  entire  width 
of  the  table  (a  +  b). 

80  (points  on  Underwood  scale)  minus  49,  divided  by  two 
equals  15.  Set  the  marginal  stop  at  15. 

As  the  tabulation  has  few  lines,  allow  triple  space  between 
lines.  This  makes  13  required  lines.  Center  on  page  (66  —  13 
-T-  2  =  26).  Begin  26  spaces  from  the  top.  Set  the  first 
tabular  stop  for  the  second  column  at  25  (15  for  the  margin 
plus  5  for  column  one,  plus  5  spaces).  Second  tabular  stop  at 
36  (25  plus  6  plus  5).  Set  the  third  and  fourth  stops  at  47  and 
58,  respectively.  Center  headings  for  each  column,  and  type- 
write numbers,  leaving  necessary  spaces  before  and  after  each 
number. 

5.  Neatly  arrange  the  following  book  title  on  a  single  sheet  of 
paper: 

Title  page  for  a  book:  Gregg  Shorthand  Dictionary,  by  John 
Robert  Gregg,  New  and  Revised  Edition,  The  Gregg  Publishing 
Company,  New  York,  Chicago,  Boston,  San  Francisco,  London. 


TABULATION  AND  ARRANGEMENT  121 


GREGG 

SHORTHAND 

DICTIONARY 

By 

John  Robert  Gregg 


New  and  Revised  Edition 


THE  GREGG  PUBLISHING  COMPANY 

New  York      Chicago      Boston      San  Francisco 
London 


122         OFFICE   PRACTICE  AND   BUSINESS   STYLE 

6.  Prepare  this  title  page  for  a  book: 

Report  of  the  Commissioner  of  Education  for  the  year  ended 
June  30,  1913.  Volume  I.  Washington,  Government  Print- 
ing Office,  1914. 

7.  Prepare  this  title  page  for  a  book: 

High  School  Education,  Professional  Treatments  of  the  Ad- 
ministrative Supervisor,  with  special  reference  to  American 
conditions;  edited  by  Charles  Hughes  Johnston,  Ph.D.,  Dean 
of  the  School  of  Education,  the  University  of  Kansas.  New 
York,  Charles  Scribner's  Sons,  1912. 

8.  Using  the  exact  wording  given  below,  prepare  a  title  page 
suitable  for  an  annual  report: 

Annual  financial  and  statistical  report  of  the  transactions  of 
the  Board  of  Education  of  the  City  of  Boston,  Mass.,  for  the 
fiscal  and  calendar  years  1909-1910-1911. 

9.  Arrange  the  following  data  on  a  separate  sheet  as  a  title  page 
for  a  book: 

Office  and  Industrial  Organization,  A  Brief  Course  in  the 
Principles  of  Management,  by  Algernon  Lee,  Ph.D.,  Professor 
of  Business  Organization  in  New  York  University,  Author  of 
"Business  Organization  and  Management,"  "Elements  of 
Economics,"  etc.  Copyright,  1917.  The  Beatel  Publishing 
Co.,  New  York  and  Chicago. 

10.  On  a  full  sized  sheet  of  paper,  arrange  the  following  as  a 
title  page: 

International  Health  Board,  Fifth  Annual  Report,  January 
I,  1919- December  31,  1919,  750  Michigan  Boulevard,  Chicago, 
Illinois. 

11.  Title  page  for  a  book: 

Fifty  Famous  Stories  Retold,  edited  by  William  Wadsworth, 
Jr.,  Professor  of  English  in  Williams  College.  New  York, 
Boston,  and  Chicago,  Houghton,  Mifflin  Company. 


TABULATION  AND  ARRANGEMENT  123 

12.  Arrange  the  following  invitation  to  guide  the  printer  in 
his  set  up: 

You  are  cordially  invited  to  attend  the  graduating  exercises 
of  the  class  of  June,  1915,  of  the  Morris  High  School,  Boston 
Road  and  166  St.,  Bronx,  on  the  evening  of  June  28,  1915,  to 
be  held  in  the  Auditorium  of  the  Morris  High  School. 


You  are  cordially  invited 
to  attend  the 

GRADUATION   EXERCISES 
of  the  CLASS  of  JUNE  1915 

of  the  MORRIS  HIGH  SCHOOL 

Boston  Road  and  166  Street 

on  the  evening  of 

June  28,  1915 

to  be  held  in  the 

Auditorium  of  the  Morris  High  School 


13.  Using  the  exact  wording,  arrange  the  following  announce- 
ment in  good,  attractive  form  on  a  single  page:  \ 

You  are  invited  to  attend  an  illustrated  lecture  on  the  Panama 
Canal  and  its  commercial  importance  to  this  city,  to  be  given 
by  President  Schurman  of  Cornell  University,  in  the  auditorium 
of  the  High  School  of  Commerce,  Thursday  evening,  May  27, 
at  8  o'clock.  Admission  to  adults  free. 

14.  Make  out  a  bill  received  by  you  from  Williams  &  Appleton, 
wholesale  wool  merchants.  Rochester: 

25  yards  chinchilla  @  $7.50;  20  yards  broadcloth  @  $7.85; 
45  yards  worsted  @  $1.25. 


124          OFFICE  PRACTICE  AND   BUSINESS   STYLE 
WILLIAMS   &  APPLETON 

Wholesale  Wool  Merchants 
M Rochester,  N.  Y. 


25  yds.  Chinchilla     @   $7.50 

$187 

50 

20  yds.  Broadcloth    @      7.85 

157 

00 

45  yds.  Worsted        @     1.25 

56 

25 

$400 

75 

1 5 .  Make  out  an  invoice  for  books  bought  of  John  Wanamaker, 
Broadway ',  New  York  City,  the  list  to  include  at  least  six  sets  of 
standard  works.     Make  proper  extensions.     Deduct  3%  for  cash. 

16.  As  clerk  for  P.  F.  Piper,  real  estate  agent,  your  city,  you 
have   this    day    received  from    R.    W .   Jupiter   $32.50   rent   for 
residence  81  Richmond  Turnpike  for  month  of  June.     Make  out 
proper  receipt. 

17.  Arrange  the  following  loss  and  gain  item  as  the  second 
part  of  a  financial  statement: 

Losses:  Expenses  $104.72,  furniture  and  fixtures  $27.80, 
freight  $35.88,  traveling  expenses  $48.60,  rent  $62.50,  wages 
$192.77. 

Gains:  Mdse.  discount  $32.46. 

1 8.  Show  in  correct  form  on  an  index  card  3"  x  5",  or  on  paper 
cut  to  that  size,  the  following  book  record: 

Samuel  R.  Wachtel,  Principles  of  Industrial  Engineering. 
Appleton,  1921,  $2  net.  Scientific  Treatment  of  Industrial 
Systems.  Valuable  for  students  of  accounting. 


TABULATION  AND  ARRANGEMENT  125 


WACHTEL,  SAMUEL  R. 

Principles  of  Industrial  Engineering 
Appleton,  1921,  $2.00  n. 

Scientific  Treatment  of  Industrial  Systems 
Valuable  for  Students  of  Accounting 


19.  Your  employer  has  received  from  James  Abbott,  Peekskill^ 
N.    Y.y   a  letter  dated  January  12,  1917-     The  letter  contains 
quotations  on  Devoe's  White  Shellac  and  Dutch  Boy  White  Lead. 
Make  out  a  file  card  (3"  x  5")  for  the  letter  from  Mr.  Abbott  and 
cross  reference  cards  for  each  subject. 

20.  Set  up  correctly  a  letter  in  skeleton  form,  using  the  following 
data  and  allowing  16  lines  for  the  body  of  the  letter: 

June  8,  1921.     Mr.  Benjamin  Lorber,  412  Audubon  Ave., 
New  York  City.     Dear  Sir.     Very  truly  yours. 

21.  Address  an  envelope  of  legal  size  to  Mr.  R.  C.  Leverton,  the 
general  freight  agent  of  the  Lake  Shore  and  Michigan    Southern 
Railway,  whose  office  is  in  Room  1013  of  the  Equitable  Building  at 
New  York  City. 

22.  Make  a  pencil  diagram  of  a  postal  card  approximately 
3i"  x  5\"  an&  on  it  c°Py  tne  following  in  correct  form: 

new  haven  conn  June  15  1915  messrs  knox  bros  250  fifth  ave 
new  york  n  y  gentlemen  kindly  ship  the  goods  remaining  on 
our  order  of  may  20  this  week  no  683  proved  to  be  a  great 
leader  very  truly  yours. 

23.  Center  the  following.     (Review  rules  for  centering  in  the 
chapter  on  the  Typewriter.) 

United  States  of  America. 
Your  high  school. 


126         OFFICE   PRACTICE  AND  BUSINESS   STYLE 

Minutes  of  meeting  of  Qui  Vive  Literary  Society,  Feb.  15, 
1921. 

Woodrow  Wilson. 

New  York,  N.  Y. 

The  University  of  the  State  of  New  York. 

M.  Morton  Stein,  Member  Board  of  Education. 

24.  Arrange  a  table-of -contents  page  allowing  twenty  chapters, 
chapter  numbers  at  the  left  in  Roman  and  page  numbers  at  the  right 
in  Arabic  numbers.  Center  Table  of  Contents  and  use  Chapter, 
Title,  and  Page  as  subheads. 

TABLE  OF  CONTENTS 

CHAPTER  TITLE  PAGE 

I     Abbreviations 7 

II     Addressing n 

III  Usage  in  Correspondence 15 

IV  Typewriting  Ribbons 48 

V     Care  of  the  Typewriter 51 

VI     Commercial  Terms 64 

VII     Copying  from  Rough  Copy 72 

VIII     Filing  and  Indexing 88 

IX     Forms  of  Address 91 

X     General  Information 112 

XI     Legal  Papers 118 

XII     Office  Appliances 132 

XIII  Office  Reference  Books 148 

XIV  Parts  of  the  Typewriter 158 

XV     Problems  in  Arrangement 167 

XVI     Postal  Information 172 

XVII     Problems  in  the  Mechanics  of  a  Letter     .      .      .  195 

XVIII     Problems  in  Tabulation 199 

XIX     Stencils 201 

XX     Telegraph  and  Cable 210 


TABULATION  AND  ARRANGEMENT 


25.  Tabulate  the  following  exercises.  Determine  suitable  head* 
ings  where  none  are  given.  Center  neatly  and  compactly  on  the 
paper: 

(a)  SPECIFICATIONS 


No. 

Height 

Width 

Depth 

No.  of 
Slides 

Card 
Capacity 

Shipping  Weight 

Slides 

Cabinet 

S3 

12" 

7" 

24" 

H 

IOOO 

38  Ibs. 

40  Ibs. 

64 

15" 

8" 

24" 

IS 

1000  . 

52  Ibs. 

52  Ibs. 

85 

i6M" 

ioV2" 

24" 

16 

864 

67  Ibs. 

64  Ibs. 

(£)  "Buffalo  Rate  on  Car  Costing  $1,200  or  less — 

Merchants  Stock 

Mutual  Companies 

Premium $31.00  $35-5o 

Operating  Expense  of  Company 30%  45% 

Claims  Expense  of  Company 10%  10% 

Balance  in  Reserve  Fund 60%  45% 

Balance  in  Dollars 18.60  15.98 

Costs  $4.50  less  premium.     Leaves  $2.62  more  to  pay  losses." 


PRICE  LIST 


ASBESTOS  COPYING  BATHS  AND  COPYING  CLOTHS 

Prices  subject  to  change  without  notice 

Price  each 

1.  10  x  12,  with  one  dozen  cloths  (will  hold  36) $10.00 

2.  10  x  14,  with  one  dozen  cloths  (will  hold  75) 12.00 

3.  ii  x  15,  without  cloths  (will  hold  100) 17.00 

4.  Special  II  x  15,  without  cloths  (will  hold  200) 22.00 

5.  12  x  18,  without  cloths  (will  hold  100) 25.00 

6.  Special  12x18,  without  cloths  (will  hold  200) 3S-OO 

7.  P.  O.  15  x  19,  without  cloths  (will  hold  400) 40.00 

8.  Way  Bill  size,  16  x  21,  from  I  to  10  copies  (will  hold  400) 45.00 


128          OFFICE   PRACTICE  AND   BUSINESS   STYLE 


(a)                                   BEDROOM  SUITES 

Formerly 

Now 

No.    i     Adam  Walnut  4  piece  Suite  

#350 

$175.00 

No.    2    Adam  Walnut  4  piece  Suite  

385 

192.50 

No.    3     Louis  XV  Walnut  4  piece  Suite  

425 

212.50 

No.    4     Sheraton  Walnut  4  piece  Suite  

600 

300.00 

No.    5     Sheraton  Enamel  4  piece  Suite  

650 

275.00 

No.    6     Hepplewhite  Walnut  4  piece  Suite  

550 

275-00 

No.    7    Queen  Anne  Walnut  4  piece  Suite  

600 

300.00 

No.    8    Adam  Enamel  4  piece  Suite  

600 

35o.oo 

No.    9     Hepplewhite  Enamel  4  piece  Suite  

650 

375-oo 

No.  10     Hepplewhite  Walnut  4  piece  Suite  

800 

380.00 

No.  II     Hepplewhite  Mahogany  4  piece  Suite  

600 

400.00 

No.  12    Louis  XVI  Walnut  4  piece  Suite  

600 

375-00 

(<?)                     1,991,547  ALIEN-BORN  HERE 

N.  Y.  City  Manhattan 

Bronx 

Brooklyn 

Total  foreign-born  white  1,991,547       922,080 

266,971 

659,287 

England  7I,4°4         29,817 

8,624 

25,003 

Scotland  21,545           8,687 

2,511 

7,534 

Wales  1,510              783 

137 

421 

Ireland  203,901        116,513 

18,679 

53,557 

Norway  24,490           3,595 

974 

17,495 

Sweden  33,  703          11,841 

3,108 

15,488 

Denmark  9,092           2,942 

797 

4,201 

Belgium  3,467           2,132 

234 

726 

France,  including  Alsace-Lorraine.        23,020         14,359 

2,121 

3,861 

Luxemburg  302               158 

33 

51 

Netherlands  4,75o           2,164 

47i 

1,672 

Switzerland  9,233           4,802 

1,255 

1,765 

Germany  103,850         70,706 

29,683 

56,749 

(/)  INCOMING   STEAMSHIPS 

Due  Today 
Vessel  Port  Departure 

Curvello Santos July  20 

Canopic St.  Michaels July  18 

Vasari Rio  de  Janeiro July  17 

Rosalind Halifax Aug.    2 

Turrialba Cristobal July  28 

Fort  Hamilton Bermuda Aug.    3 

Zacapa Santiago July  29 


TABULATION  AND  ARRANGEMENT  129 

Due  Tomorrow 

Vessel                         Port                               Departure 
Orbita Southampton July  26 

Due  Saturday 

Nieuw  Amsterdam Plymouth July  28 

Due  Sunday 

Kroonland Southampton July  19 

Santa  Luisa Cristobal July  3 1 

Due  Monday 

Old  North  State London July  28 

La  Savoie Havre July  30 

Carmania .Queenstown July  31 

Fort  Victoria Bermuda Aug.    6 

Philadelphia San  Juan Aug.    3 

Due  Tuesday 

Columbia Glasgow July  30 

Stavangerfjord Bergen July  30 

(g)  OUTGOING  STEAMSHIPS 

The  hours  given  below  are  standard  time;  for  daylight 
saving  time  add  I  hour. 

Sail  Today 

Mail  Vessel 

Closes  Sails 

France,  Havre 7:30  A.M.  11:00  A.M. 

Oscar  II,  Christiania 1 1  :oo  A.M.  2:0x3  P.M. 

Canada,  Marseilles 9:30  A.M.  3:00  P.M. 

Argentina,  Trieste 9:00  A.M.  1:00  P.M. 

Cauto,  Vera  Cruz 7:00  A.M.  11:00  A.M. 

Great  Falls,  Cape  Haiti 11:00  A.M.  2:00  P.M. 

Henry  R.  Mallory,  Vera  Cruz. .  11:00  A.M. 

Sail  Tomorrow 

Latvia,  Danzig 9:30  A.M.  i  :oo  P.M. 

Plow  City,  Copenhagen 1:30  P.M.  3:0x5  P.M. 

Tungus,  Turks  Isle 7:30  A.M.  11:00  A.M. 

Parima,  St.  Thomas 6:30  A.M.  10:00  A.M. 

Astrea,  Cape  Haiti 9:00  A.M.  i  :oo  P.M. 

Advance,  Cristobal 12:30  P.M.  3:00  P.M. 

Sail  Saturday 

Zeeland,  Antwerp 7:00  A.M.  1 1  :oo  A.M. 


130         OFFICE   PRACTICE  AND  BUSINESS   STYLE 

(h)  HUDSON  RIVER  DAY  LINE 

TIME  TABLE 

Daylight  Saving  Time 


North  Bound 

Daily 
Except 
Sunday 

Thru 
Service 
Daily 

P'keepsie 
Service 
Daily 

Satur- 
dav 
Only 

New  York: 
Desbrosses  Street          

A.M. 

e8:4.o 

A.M. 

Q:OO 

A.M. 

P.M. 
I  "?O 

W.  42d  Street....  
W    1  29th  Street 

69:00 

CQ/2O 

9:20 
O/4.O 

10:00 

IO'2O 

1:50 

2*IO 

Yonkers                                 .    . 

eo:co 

io:ic 

lO'CO 

2  '4O 

Bear  Mountain  

,  ~  j 
fn:3O 

iwow 
tI2:3° 

IM^O 

West  Point  

fn:5o 

efi  :oo 

'T- 

T4.:co- 

New  burgh 

fi2:4o 

tl  "4.O 

fro** 

•fc  -AO 

Poughkeepsie  

fi  :2O 

1  i-V-> 

T2:^o 

Kingston  Point  

2:1? 

Catskill 

T.  "JO 

Hudson  .  . 

^  :^o 

Albany  

6:30 

.... 

e  Carries  baggage  and  automobiles, 
t  Carries  baggage  only. 


ART  METAL  CABINETS 


Style 
No. 

Description 

Outside  Dimensions 

Inside  Clear  Dimen- 
sions of  Drawers 

Width 

Height 

Depth 

Width 

Height 

Depth 

200 

2-dr.  V.  L.  Widesection 

32 

12.94 

18 

12 

ioy2 

16 

2O  I 

Same  as  Style  200  

32 

12.94 

18 

12 

ioy2 

16 

200-B 

2-dr.  V.  Bill  Widesection 

32 

12.94 

18 

IO 

™y2 

16 

20I-B 

Same  as  Style  200-6.  .  .  . 

32 

12.94 

18 

10 

ioy2 

16 

2O2 

2-dr.  V.  Cap  Widesection 

32 

12.94 

18 

ISA 

ioM 

16 

203 

Same  as  Style  202  

32 

12.94 

18 

ISA 

ioM 

16 

204 

2-dr.   V.    Ledger   Sheet 

Widesection  

32 

I5-I3 

18 

1214 

«H 

16 

205 

Same  as  Style  204.  ;  

32 

15.13 

18 

i*X 

128 

16 

22OO 

2-dr.  V.  L.  Widesection.  . 

32 

12.94 

24^ 

12 

10% 

22 

2201 

Same  as  Stvle  2200  

32 

12.94 

241^ 

12 

iol/2 

22 

2  200-B 

2-dr.  V.  Bill  Widesection 

32 

12.94 

24-1% 

10 

ioy2 

22 

22OI-B 

Same  as  Style  2200-6  .  .  . 

32 

12.94 

24iT 

IO 

ioy2 

22 

2202 

2-dr.  V.  Cap  Widesection 

32 

12.94 

24A 

is* 

ioM 

22 

2203 

Same  as  Style  2202  

32 

12.94 

24:nr 

isA 

10^ 

22 

TABULATION  AND  ARRANGEMENT  131 

(;')  FINANCIAL 

STOCK  TRANSACTIONS 

Close  High  Low 

Ajax  Rubber 20  20  20 

Allied  Chem 34^  35 

Allied  Chem.  pf xx85  x84  84 

Am.  Chicle xxis^  u$4 

Am.  Drug  Syn 4^2  4%  4//8 

Am.  Int.  Corp 28^  28^3  27^ 

Am.  Locomotive 83^  83  82^ 

Am.  Safety  R 3^  3%  3% 

Am.  Steel  F 25%  25)^  24^ 

Am.  Sugar 62^  62 

Am.  Sum.  Tob 44l/2  44 

Am.  Tobacco 1 18  1 17^8 

Am.  Tobbaco  "B" **7%  i\&/± 

Am.  Woolen 67%  67^  66^ 

Asso.  Oil 97  97^8  97^ 

Atchison 84^  84^  84 

At.  G.  &W.  I...  21  20^  20^ 


(k)  Hunter  College 

opens  its 
Bronx  Extension  Center 

at  the 

Morris  High  School 
Boston  Road  and  166  Street 

There  will  be  twenty  sessions  for  each  course,  beginning 
Saturday,  January  31 

Course  Hours  Instructor 

Elementary  Stenography  10:20-11:40  Mr.  Brand 

Intermediate  Stenography  9:00-10:20  Mr.  Strumpf 

Elementary  Typewriting  11:40-  1:00  Mr.  Brand 

Advanced  Typewriting  10:20-11:40  Mr.  Strumpf 

Methods  in  typewriting  9:00-10:20  Mr.  Brand 
and  office  practice 


132         OFFICE  PRACTICE  AND   BUSINESS   STYLE 
(m)  SPRINGFIELD  INSTITUTION  FOR  SAVINGS 

SPRINGFIELD,    MASSACHUSETTS 

REPORT  OF  SCHOOL  SAVINGS 

10  Machines  installed  Sept.  15,  1920 
14  additional  Machines  installed  March  i,  1921 


Dates 

Collections 

No.  of 
accounts 
opened 

Amount  of 
accounts 
opened 

No.  of 
folders 
cashed 

Amount  of 
folders 
cashed 

Sept.  15  to 
Nov.  i,  1920 

$2,870.46 

134 

$299.64 

125 

$192.92 

Nov.  i  to 
Dec.  i,  1920 

2,696.65 

192 

645-58 

182 

364.89 

Dec.  i,  1920  to 
Jan.    i,  1921 

1,748.01 

213 

692.59 

602 

1,276.06 

Jan.    i  to 
Feb.   i,  1921 

1,471.42 

228 

706.47 

169 

323o8 

Feb.   i  to 
Mar.  i,  1921 

1,107.12 

137 

485.14 

136 

259.05 

Mar.  i  to 
April  i,  1921 

3,160.00 

305 

787.80 

270 

527.39 

April  i  to 
April  16,  1921 

Total 

2,111.56 

2OI 

576.80 

152 

270.65 

$15,165.22 

1410 

$4,194.02 

1636 

$3^14.54 

26.    Arrange  the  following  in  tabular  form: 

The  month's  figures  of  imports  and  exports  for  September, 
1920,  are  given  as  follows:  Imports  from  Europe  in  1920 
amounted  to  £91,948,291,  and  in  1919,  $90,932,806;  from 
North  America  in  1920,  £105,545,270,  and  in  i9i9,£io6,488,7O9; 
and  from  South  America  in  1920,  £62,499,922,  in  1919,  £94,- 
086,478;  the  total  in  1920  being  £259,093,483  and  in  1919, 
£290,607,993. 


TABULATION  AND  ARRANGEMENT  133 

Exports  to  Europe  in  1920  amounted  to  $313,412,925,  and 
in  1919,  $360,456,511;  to  North  America  in  1920,  $168,531,790; 
in  1919,  $125,935,549;  and  to  South  America  in  1920,  $54,- 
447,362,  in  1919,  $32,164,774;  totals  for  1920  being  $536,- 
392,077,  and  for  1919,  $518,556,834. 

Answer 

COMPARATIVE  TABLE  OF 
IMPORTS  AND  EXPORTS  FOR  1919-1920 

Imports 

1919  1920 

Europe $90,032,806  $91,048,291 

North  America 106,488,709  105,545,270 

South  America 94,086,478  62,499,922 


Total $290,607,993  $259,093,483 


Exports 

Europe $360,456,511  $313,412,925 

North  America I25>935>549  168,531,790 

South  America 32,164,774  54,447,362 

Total $518,556,834  $536,392,077 


27.  Supplying  a  suitable  heading  and  all  the  necessary  totals, 
arrange  the  following  data,  including  totals,  in  tabular  form  on  a 
single  sheet  of  paper: 

The  Empire  State  Hat  Company  conducts  stores  in  New 
York,  Albany,  Syracuse,  Rochester,  and  Buffalo.  The  sales 
for  these  stores  for  the  week  ending  March  16,  1918,  were  re- 
ported as  follows:  $3  Derby  hats:  New  York,  210;  Buffalo, 
145;  Rochester,  105;  Syracuse,  96;  Albany,  80.  $4  Derby 
hats:  New  York,  170;  Buffalo,  92;  Syracuse,  90;  Albany,  85; 
Rochester,  64.  $3  Fedora  hats:  New  York,  860;  Buffalo,  535; 


134         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

Rochester,  251;  Albany,  215;  Syracuse,  198.  $4  Fedora  hats: 
Buffalo,  410;  New  York,  360;  Albany,  232;  Syracuse,  227; 
Rochester,  219. 

28.  Using  the  main  head  "Record  of  Tire  Stock  on  Hand," 
supply  suitable  subheads  and  arrange  the  following  data  in  tab- 
ular form  on  a  single  sheet  of  paper. 

On  December  31,  1918,  the  stock  clerk  of  the  Niagara  Tire 
Co.,  165  Hepburn  St.,  Buffalo,  N.  Y.,  reports  the  following 
inventory: 

Size  30  x  3:  Archer  plain  10,  non-skid  8;  Monarch  plain  16, 
non-skid  9;  total  plain  26,  non-skid  17. 

Size  32x3:  Archer  plain  28,  non-skid  30;  Monarch  plain  40, 
non-skid  22;  total  plain  68,  non-skid  52. 

Size  30x3^:  Archer  plain  19,  non-skid  33;  Monarch  plain 
26,  non-skid  17;  total  plain  45,  non-skid  50. 

Size  31  x  3 J:  Archer  plain  8,  non-skid  27;  Monarch  plain  30,. 
non-skid  20;  total  plain  38,  non-skid  47. 

Size  32x3!:  Archer  plain  36,  non-skid  25;  Monarch  plain 
19,  non-skid  10;  total  plain  55,  non-skid  35. 

29.  Tabulate  the  following  on  a  single  sheet  of  paper: 

ADDITIONS   TO    THE    TERRITORY    OF   THE    UNITED    STATES 
FROM    I80O   TO    I9OO 

Louisiana  containing  875,025  square  miles  was  purchased 
in  1803  for  $15,000,000.  Florida,  purchased  in  1819  for  $5,- 
499,768,  has  an  area  of  70,107  square  miles.  Texas  was  ac- 
quired in  1845  and  was  an  admission  of  389,795  miles  to  our 
territory.  In  1846  Oregon  Territory  was  acquired  with  an 
addition  of  288,689  square  miles.  The  Mexican  Cession  of 
532,802  square  miles  was  bought  in  1848  for  $18,250,000.  The 
Purchase  from  Texas  was  made  in  1850  for  the  sum  of  $10,000,- 
ooo.  Acquisition  of  36,211  square  miles  was  secured  in  1853 


TABULATION  AND  ARRANGEMENT  135 

by  the  Gadsden  purchase  for  the  sum  of  $10,000,000.  Alaska 
was  bought  in  the  year  1867,  with  an  area  of  599,446  square 
miles,  for  $7,200,000.  The  Hawaiian  Islands  having  an  area 
of  6,740  square  miles  was  acquired  in  1897.  In  1898,  Porto 
Rico  having  an  area  of  3,600  square  miles  was  acquired. 
Isle  of  Pines  (W.  Indies)  was  acquired"  in  1898  containing  882 
square  miles.  In  1896  the  U.  S.  acquired  Guam,  an  area  of  175 
square  miles.  In  1899  the  Philippine  Islands  were  purchased, 
an  area  of  143,000  square  miles,  for  $20,000,000.  The  Samoan 
Islands  were  acquired  in  1899  and  made  an  addition  of  73 
square  miles  to  our  territory.  In  1901  the  additional  Philip- 
pines, an  area  of  68  square  miles,  was  purchased  for  the  sum 
of  $100,000.  The  total  of  the  additions  to  our  territory  are 
2,937,613  square  miles  for  which  $87,039,768  was  paid. 

30.  Using  the  head,  " Fourth  Weekly  Report  by  the  Federal 
Reserve  Board"  arrange  the  following  data  under  proper  subheads 
in  tabular  form,  on  a  single  sheet  of  paper.     Add  as  a  footnote, 
"All  amounts  are  given  in  even  thousands" 

The  following  is  the  Fourth  Weekly  Report  by  the  Federal 
Reserve  Board  on  Debits  to  Individual  Accounts  in  the  New 
York  District: 

Albany:  Sept.  4,  $14,485,  Sept.  n,  $15,563;  Binghamton: 
Sept.  4,  $1147,  Sept.  n,  $2623;  Buffalo:  Sept.  4,  $47,253, 
Sept.  n,  $55,276;  New  York:  Sept.  4,  $2,997,636,  Sept.  n, 
$3,512,698;  Passaic:  Sept.  4,  $2788,  Sept.  n,  $3385;  Roches- 
ter: Sept.  4,  $19,835,  Sept.  n,  $19,992;  Syracuse:  Sept.  4, 
$10,575,  Sept.  n,  $7233.  Totals:  Sept.  4,  $3,094,719,  Sept. 
n,  $3,616,770. 

31.  Set  up  the  following  in  tabular  form: 

A  grand  musical  festival  of  five  splendid  free  concerts,  a  fit- 
ting climax  to  our  public  lecture  season,  will  be  given  on  Mon- 


136         OFFICE   PRACTICE  AND   BUSINESS   STYLE 

day,  May  17  at  8:15  p.m.,  at  the  Washington  Irving  H.  S.  at 
Irving  Place  and  16  Street.  On  Tuesday,  a  concert  will  be 
held  at  De  Witt  Clinton  H.  S.  at  59  St.  and  10  Ave.  at  8:15  p.m. 
On  Wednesday,  May  19,  it  will  be  given  at  8:15  p.m.  at  the 
Brooklyn  Training  School  for  Teachers,  at  Park  Place,  near 
Nostrand  Ave.,  Brooklyn.  On  Thursday,  at  8:15  p.m.  a 
concert  will  be  held  at  Morris  High  School,  at  166  St.  and 
Boston  Road,  the  Bronx.  Friday,  the  21,  the  last  concert 
will  be  held  at  8:15  at  the  Wadleigh  H.  S.  at  115  St.,  near 

7  Ave. 

32.  Tabulate  the  following  payroll,  finding  the  total  hours  and 
total  wages  for  each  workman  and  the  total  payroll.  Call  it 
"Pay  Roll  of  The  John  Hancock  Wrecking  Company  for  the 
week  beginning  March  12,  1921": 

March  12:  Frank  Row,  9  hrs.;  John  Brown,  9  hrs.;  William 
Jones,  8J  hrs.;  James  Stone,  lof  hrs.;  Arthur  Black,  9  hrs.; 
Bert  Smith,  7!  hrs.;  Henry  Duffy,  8j  hrs.;  Samuel  Weiss, 

8  hrs.;    Walter  Price,  9!  hrs.;  William  Burke,  8J  hrs.;    Charles 
Levine,  7  hrs.;   Harry  Hill,  9  hrs.;   Frank  James,  9!  hrs.;   Joe 
Bloom,  9  hrs. 

March  13:  Row,  8j  hrs.;  Jones,  ioj  hrs.;  Stone,  9  hrs.; 
Black,  9  hrs.;  Smith  8j  hrs.;  Duffy,  9  hrs.;  Weiss,  9!  hrs.; 
Price,  8  hrs.;  Burke,  5!  hrs.;  Levine,  10  hrs.;  James,  9f  hrs.; 
Hill,  loj  hrs.;  Bloom,  12  hrs. 

March  14:  Jones,  9  hrs.;  Row,  9  hrs.;  Stone,  8|  hrs.; 
Black,  9  hrs.;  Brown,  n  hrs.;  Duffy,  9  hrs.;  Burke,  8  hrs.; 
Smith,  8J  hrs.;  Price,  nj  hrs.;  Bloom,  7!  hrs.;  Levine,  9! 
hrs.;  James,  8  hrs. 

March  15:     Levine,  9  hrs.;    James,  9!  hrs.;  Stone,  9  hrs.; 

Duffy,  7  hrs.;   Row,  8J  hrs.;    Brown,  7!  hrs.;  Black,  9  hrs.; 

Smith,  ii  hrs.;  Weiss,  9!  hrs.;  Price,  8f  hrs.;  Burke,  9  hrs.; 
Hill,  10  hrs.;  Bloom,  nj  hrs. 


TABULATION  AND  ARRANGEMENT  137 

33.    Copy  the  following  tabulation: 

METHOD  OF  ARRANGING  ARABIC  AND  ROMAN  NUMBERS 
ON  THE  TYPEWRITER 


ARABIC  ROMAN 


Extended 

I2.I  I 

103.51  II 

31,600.01  III 

ioo.  i  IV 

1,921.00  DCL 

2,108.20  MCMXXI 


Indented 

I 

II 

III 

IV 

DCL 

MCMXXI 


34.  Arrange  in  proper  columns  the  following  exercise: 

The  Girard  National  Bank,  Joseph  Wayne,  Jr.,  President, 
Evan  Randolph,  Vice-President,  Chas.  M.  Ashton,  Cashier, 
A.  W.  Pickford,  Assistant  Cashier,  Alfred  Barrett,  Assistant 
Cashier,  Philadelphia,  Pa.,  June  30,  1916.  Resources:  Loans 
and  investments,  $46,929,810.16,  customers'  liability  under  let- 
ters of  credit,  $93,618.76,  customers'  liability  account  of  ac- 
ceptances, $518,056.00,  due  from  banks,  $8,259,991.26,  exchange 
for  clearing  house,  $2,565,866.72,  cash  and  reserve  $11,615,- 
942.78;  total  $69,983,285.68.  Liabilities:  Capital,  $2,000,- 
ooo.oo,  surplus  and  profits,  $4,897,545.40,  circulation,  $i,- 
078,000.00,  letters  of  credit  issued  to  customers,  $93,618.76, 
acceptances  based  on  imports  and  exports,  $518,056.00,  de- 
posits, $61,396,065.52;  total,  $69,983,285.68. 

35.  Using  the  head  t( Computation  of  Income  Tax  of  Domestic 
Corporations"  arrange  on  a  single  sheet  of  paper  the  following 
statement: 

computation  of  income  tax  of  domestic  corporations  gross 
income:  business  $275,000;  dividends,  domestic  corporations, 


138          OFFICE   PRACTICE  AND  BUSINESS   STYLE 

$15,000;  interest  on  liberty  bonds  (taxable)  $5,000;  Rents 
$5,000.  Total  $300,000.  Less  deductions:  Expenses  of  busi- 
ness $30,000;  dividends  $15,000;  expenses,  rented  property 
$1,000;  depreciation  $4,000,  total  $50,000,  Net  income  sub- 
ject to  war  excess  profits  tax  $250,000,  less  credits  interest  on 
liberty  bonds  $6,000;  war  income  tax  $101,600;  miscellaneous 
$2,000,  total  $108,600.  Income  subject  to  tax  at  12% 
$141,400. 

36.  Using  a  suitable  head,  tabulate  on  a  single  sheet  of  paper 
the  comparative  financial  statement  of  James  C.  Leslie  as  given 
below: 

Assets  for  1918:  Cash  $6782.65;  Furniture  and  Fixtures 
$835;  Merchandise  $19,650;  Accounts  Receivable  $21,587.50; 
Total  Assets  $48,855.06.  Liabilities  for  1918:  Accounts  Pay- 
able $225,372;  Total  Liabilities  $25,372.  Net  Worth  for  1918: 
-$23,483.07.  Assets  for  1919:  Cash  $4372.50;  Furniture  and 
Fixtures  $751.50;  Merchandise  $21,165;  Accounts  Receivable 
$23,742.25;  Notes  Receivable  $2000;  Total  Assets  $52,031.25. 
Liabilities  for  1919:  Accounts  Payable  $24,793.75;  Notes 
Payable  $15,000;  Total  Liabilities  $26,293.75.  Net  Worth 
for  1919  $25,737.50.  Assets  for  1920:  Cash  $5837.32;  Furni- 
ture and  Fixtures  $668;  Merchandise  $20,436;  Accounts  Re- 
ceivable $25,160.15;  Notes  Receivable  $1000;  Delivery  Equip- 
ment $1500;  Total  Assets  $54,611.47.  Liabilities  for  1920: 
Accounts  Payable  $26,378.40;  Notes  Payable  $1000;  Total 
Liabilities  $27,378.40.  Net  Worth  for  1920:  $27,232.07. 

37.  Arrange  and  tabulate  the  following: 

According  to  the  census  of  1900,  the  populations  of  the  states 
named  were  divided  as  follows:  New  York,  whites  7,156,881, 
negroes  99,232,  Chinese  7170,  Japanese  354,  Indians  5257; 
Pennsylvania,  whites  6,141,664,  negroes  156,845,  Chinese  1927, 


TABULATION  AND  ARRANGEMENT  139 

Japanese  40,  Indians  1689;  Massachusetts,  whites  2,769,764, 
negroes  31,974,  Chinese  2968,  Japanese  53,  Indians  587;  Con- 
necticut, whites  892,424,  negroes  15,226,  Chinese  599,  Japanese 
18,  Indians  153;  New  Jersey,  whites  1,812,317,  negroes  69,844, 
Chinese  1393,  Japanese  52,  Indians  63;  Delaware,  whites 
153,977,  negroes  30,697,  Chinese  51,  Japanese  i,  Indians  9; 
Maryland,  white  5952,424,  negroes  235,064,  Chinese  544,  Japa- 
nese 9,  Indians  3. 

38.  Arrange  and  tabulate  the  following: 

Annual  losses  by  fire  in  the  United  States  were   as  follows: 

1900,  property  loss  $160,929,805,  insurance  loss     $95,403,650; 

1901,  property  loss  $174,160,680,  insurance  loss  $106,680,590; 

1902,  property  loss  $161,488,355,  insurance  loss     $94,775,045; 

1903,  property  loss  $145,302,155,  insurance  loss     $87,900,000;. 

1904,  property  loss  $230,520,131,  insurance  loss  $138,314,212; 

1905,  property  loss  $165,221,650,  insurance  loss  $109,236,420; 

1906,  property  loss  $444,326,124,  insurance  loss  $278,732,270; 

1907,  property  loss  $214,000,000,  insurance  loss  $128,000,000. 

39.  Arrange  the  following  subject  matter  under  suitable  titles 
in  tabular  form: 

State  Officials  Having  Authority  In  Insurance  Matters. 
Connecticut,  John  R.  Nicholson,  Hartford,  Insurance  Commis- 
sioner. Indiana,  Herbert  Blakely,  Auditor  of  State.  Massa- 
chusetts, Fred  L.  Harding,  Boston,  Commissioner  of  Insurance. 
Michigan,  Milton  C.  Gray,  Lansing,  Deputy  Insurance  Commis- 
sioner. New  York,  William  F.  Lamont,  Superintendent  of 
Insurance.  Ohio,  C.  M.  Bailey,  Columbus,  State  Auditor. 
Pennsylvania,  Edward  H.  Dewitt,  Harrisburg,  Insurance 
Commissioner.  Vermont,  W.  Guy  Culloch,  Morrisville, 
Secretary  of  State;  Eugene  J.  Conkling,  Montpelier,  State 
Treasurer. 


140         OFFICE   PRACTICE  AND  BUSINESS   STYLE 

40.  Assuming  that  your  employer  has  received  the  form  below 
which  must  be  returned  with  his  quotations,  copy  it  and  fill  in  the 
quotations  given: 

Request  for  Quotations 

(Date) 
Mr.  J.  D.  Adams 

Purchasing  Agent 

General  Trust  Company 

New  York  .City 
Sir: 

Replying  to  your  inquiry  we  quote  you  as  follows: 

Quantity  Description  Unit  Price 


(Signed). 

By- 

Estimates  not  returned 
within  24  hours  cannot 
be  considered 


Quotations:  50  ft.  leather  belting,  f  in.,  $.048  per  foot;  400  ft. 
belt  lacing,  f  in.,  $.80  per  100  feet;  200  ft.  belt  lacing,  f  in., 
$1.34  per  100  feet;  100  ft.  leather  belting,  2  in.,  YZL,  $.273  per 
foot;  54  ft.  leather  belting,  yj  in.,  single  ply,  £.753  per  foot;  42  ft. 
binding,  7  in.  x  5  in.,  double  thick  $2.069  Per  foot;  5  bales  cotton 
waste,  white,  TXM,  $.1 1  per  pound. 


CHAPTER  V 
FILING  AND  INDEXING 

i 

(a)  What  is  meant  by  filing?  State  three  requirements  of  a 
good  filing  system. 

(a)  Filing  is  the  systematic  arrangement  of  papers  so  that 
they  may  be  easily  found. 

(b)  I.  Correspondence  can  be  put  away  rapidly. 

2.  Correspondence  can  be  found  quickly. 

3.  Papers  can  be  kept  together. 

2 

(a)  What  is  the  oldest  orderly  arrangement  of  papers?  (b)  De- 
scribe it. 

(a)  The  Nail  or  Spindle  File. 

(b)  This  consists  of  a  sharp,  pointed,  steel  rod  screwed  into 
a  base.     Papers  to  be  retained  are  forced  over  the  pointed 
spindle,  one  on  top  of  another  as  received,  regardless  of  cor- 
respondents' names  or  subject  matter. 

3 

Is  this  the  method  of  filing  now  in  use  in  a  modern  business 
house?  Give  reasons. 

Not  to  a  great  extent. 

It  is  used  as  a  temporary  makeshift  for  keeping  papers 
which  are  not  of  much  value,  or  until  certain  facts  on  those 
papers  are  checked  up  or  verified.  It  is  also  used  by  some 
professional  men  or  by  old-fashioned  shopkeepers  who  as  a  rule 
do  not  expect  to  refer  to  the  papers  again. 

141 


.142          OFFICE   PRACTICE  AND   BUSINESS   STYLE 

4 

Mention  five  objections  to  the  use  of  the  spindle. 

1.  The  papers  get  torn. 

2.  They  are  difficult  to  find. 

3.  They  accumulate  dust. 

4.  They  take  up  too  much  space. 

5.  Loosened  papers  easily  get  lost. 

5 

(a)  What  device  removes  these  objections?     (b)  Explain  what 
this  is. 

(a)  The  Box  File. 

(b)  This  is  a  large  box  of  heavy  cardboard  or  thin  wood 
shaped  and  opened  like  a  book.     Within  the  box  are  manila 


leaves  with  alphabetic  or  numbered  tabs  fastened  to  the  right 
edge.  The  letters  to  be  filed  are  kept  alphabetically  or  nu- 
merically between  these  sheets  and  can  thus  be  easily  found. 


FILING  AND   INDEXING  143. 

When  the  box  is  not  handled  it  rests  on  its  edge,  like  a  book, 
on  a  shelf  or  desk  top. 


Give  three  reasons  why  the  box  file  is  not  used  for  a  large  volume 
of  correspondence. 

1.  If  the  letters  of  a  correspondent  are  too  numerous  they 
will  require  a  number  of  boxes. 

2.  Letters  may  easily  fall  out  of  the  box. 

3.  Boxes  fill  up  so  rapidly,  that  new  ones  must  be  added  con- 
stantly. 

7 

(a)   What  method  is  used  to  overcome  the  disadvantage  of  the 
box  file?     (b)  Describe  it. 

(a)  The      Loose      Sheet 
Drawer. 

(b)  This    consists    of    a 
wooden   drawer  which,  to- 
gether   with    a    number   of 
similar  drawers,  makes  up 
stacks  of  cabinets  growing 
in  proportion  to  the  size  of 

.  TT7.    ,   .  LOOSE    SHEET   DRAWER 

the  correspondence.  Within 

the  drawer  is  an  index  similar  to  that  of  the  box  file,  between 
the  leaves  of  which  the  letters  are  placed.  A  heavy  wire 
spring  clasp  keeps  the  letters  firm  in  the  drawer.  On  the 
front  of  the  drawer  is  fastened  a  labeled  card  showing  exactly 
what  papers  are  found  within  the  drawer. 

8 

(a)  Name  a  method  of  filing  which  is  an  improvement  over  the 
Loose  Sheet  Drawer,     (b)  Describe. 

(a)  The  Shannon  File. 

(b)  The  Shannon  File  is  a  board  at  one  end  of  which  are 


144 


OFFICE   PRACTICE  AND   BUSINESS   STYLE 


fastened  two  arches  which  may  be  opened  laterally.  At  the 
bottom  of  the  board  is  an  additional  attachment  called  a  per- 
forator which  makes  holes  near  the  top  edge  of  the  letter  to 
be  filed,  and  as  wide  apart  as  the  spin- 
dles of  the  arches.  Index  sheets  of 
different  lengths  opening  upward  over 
the  arches  and  printed  with  any  de- 
sired index  are  purchased  with  this 
file.  These  sheets  separate  the  papers 
of  the  various  correspondents. 


SHANNON    FILE 


What  procedure  would  you  follow  in 
filing  a  letter  on  a  Shannon  File? 

i.  Perforate  holes  at  the  top  and 
far  enough  to  the  right  of  the  letter, 
not  to  cover  the  index. 

2.  Raise  all  the  index  sheets,  turning  them  back  over  the 
arches  until  the  desired  index  sheet  :°s  wanted. 

3.  Open  the  arches  by  turning  them  sidewise. 

4.  Place  the  perforated  letter  on  the  spindles. 

5.  Bring  back  the  open  arches  into  position. 

6.  Turn  down  the  index  sheets  to  the  original  position. 


10 

(a)   What  are  the  advantages  and  (b)  the  disadvantages  of  the 
Shannon  File? 

(a)   i.  Papers  cannot  be  lost  because  they  are  fastened  firmly 
and  held  in  place  by  the  arches. 

2.  The  file  can  be  carried  about  from  place  to  place  and  re- 
ferred to  as  desired. 

3.  The  Shannon  Board  may  be  made  part  of  a  drawer  which 


FILING  AND  INDEXING  145 

in  turn  may  be  part  of  a  large  cabinet  of  drawers;   these  are 
allowed  to  grow  with  the  correspondence. 

(b)   i.  Time  is  lost  in  placing  letters  on  the  file. 

2.  It  cannot  be  used  where  the  correspondence  is  large. 


What  must  be  done  when  correspondence  becomes  too  bulky? 
As  soon   as  the  correspondence  of  a  drawer  becomes  too 


SHANNON    TRANSFER    CASE 


bulky,  or  when  correspondence  becomes  antiquated,  it  is  re- 
moved and  transferred  to  Shannon  Transfer  Cases  which  are 
kept  on  readily  accessible  shelves. 


146         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

12 

(a)   What  are  the  two  fundamental  systems  of  filing?     (b)  Ex- 
plain each. 

(a)  The  Flat  and  Vertical. 

(b)  By  flat  filing  is  meant  the  putting  away  of  papers  so 
that  they  lie  flat.    The  spindle,  box  file,  loose  sheet  drawer,  and 
Shannon  file  are  examples. 

By  the  vertical  system  of  filing  is  meant  the  putting  away 
of  papers  so  that  they  stand  on  edge. 

13 

What  equipment  is  absolutely  essential  for  any  system  of  verti- 
cal filing? 

i.  One  or  more  cabinets  consisting  of  at  least  four  drawers, 


COMPRESSER 


correspondence  or  legal  size,  22  inches  deep,  one  on  top  of 
another. 

2.  Guides,  folders,  compresser  or  follower  block,  and  a  rod 
to  keep  the  guides  from  being  disarranged  in  the  drawer. 


FILING  AND  INDEXING 


Explain  what  guides,  folders,  and  compresser  blocks  are  and 
how  used. 

Guides  are  stiff  manila  or  press-board  sheets  cut  to  size  with 
extensions  of  different  cuts,  called  tabs.  These  are  made  to 
fit  the  drawer  of  the  filing  cabinet.  The  tabs  bear  any  index 


GUIDES 


desired.  Guides  may  have  a  rod  projection,  called  a  check 
sorter  with  an  eyelet  through  which  the  rod  is  pushed  in  order 
to  hold  the  guides  in  place. 

Folders  are  manila  sheets  in  which  are  placed  all  the  papers 
to  be  filed.  They  may  be  plain,  full  one  cut  extension,  or 
tabbed  to  any  cut. 

Compresser  blocks  are  wood  or  steel  blocks  standing  on  edge 


148         OFFICE   PRACTICE  AND   BUSINESS   STYLE 

along  the  width  of  the  cabinet  held  firmly  in  position  by  a  rod 
running  through  the  entire  length  of  the  drawer,  front  to  rear. 
They  keep  all  folders  and  guides  in  an  upright  position. 


FOLDERS 


15 

What  is  meant  by  indexing? 

By  indexing  we  mean  the  labeling  of  guides  so  that  corre- 
spondence may  be  readily  found.  This  may  be  done  either  by 
name,  number,  or  location. 

16 

What  kind  of  guides  are  supplied  by  manufacturers? 

Guides  of  any  cut  may  be  purchased  either  in  blank  to  meet 
the  needs  of  a  particular  business,  or  they  may  have  a  printed 
stock  index  for  the.  same  kinds  of  business. 


FILING  AND  INDEXING 


149 


(a)  Name  the  different  kinds  of  folders,     (b)  Describe  each 
briefly. 

1.  Straight  edge  folder. 

2.  Tab  folder. 

3.  Expansion  folder. 

4.  Binder  folder. 

A  straight  edge  folder  is  one  in  which  the  edges  of  the  front 
and  back  flaps  are  of  the  same  height. 


BINDER    FOLDER 


A  tab  folder  is  one  in  which  the  back  flap  has  a  projection 
tab  of  the  same  material  or  of  metal  on  which  some  form  of 
index  is  written  or  printed. 

An  expansion  folder  has  telescope  folds  at  the  bottom  and 
sides  to  allow  for  the  spreading  of  the  front  and  back  flaps 
to  accommodate  more  records. 

The  binder  folder  has  a  fastener  attached  to  the  back  flap  to 
keep  papers  firmly  attached  to  the  folder  in  order  to  prevent 
their  falling  out,  when  the  folder  is  carried  from  place  to 
place. 


150         OFFICE  PRACTICE  AND  BUSINESS  STYLE 

18 
What  is  meant  by  (a)  a  fifth  cut,  (b)  one-half  cut. 

(a)  When  the  upper  extension  of  a  guide  card  is  equally 
divided  into  five  parts,  four  of  which  have  been  cut  off  so  that 
the  next  succeeding  projecting  tab  is  immediately  to  the  right, 
and  easily  visible  when  placed  behind  the  preceding  one,  each 
tab  is  known  as  a  fifth  cut. 

(b)  When  the  upper  edge  of  a  guide  card  is  equally  divided 
into  two  parts,  one  of  which  has  been  cut  off  so  that  the  next 
succeeding  projecting  tab  is  immediately  to  the  right  and  vis- 
ible when  placed  behind  the  preceding  one,  each  tab  is  known 
as  one-half  cut. 

19 
Draw  a  diagram  illustrating  the  different  cut  cards. 


CUT   CARDS 


20 


What  is  an  out  guide  and  when  is  it  used? 

An  out  guide  is  a  colored  card  upon  the  projecting  tab  of 
which  has  been  printed  the  word  "out"  showing  that  the  folder 


FILING  AND  INDEXING  151 

belonging  there  has  been  taken  out  by  someone  for  temporary 
use  or  reference.  The  name  of  the  user  and  the  date  when  it 
has  been  taken  should  appear  on  the  last  line  of  the  out  guide 


A  "a 

'  c 

o-e 

Tc? 

«PP 

It    18     3 

it  28*  4 
'     81    5 

•  iff 

.    3s  .8 

5  3 
•t  18 

;»u 

ft  ii 

f  if 

n 

a  2«| 

in 

0    18 

S  .: 

OUT   GUIDE 

card.     When  the  folder  is  returned  the  out  guide  is  removed 
and  the  name  is  checked. 

21 

When  is  a  substitution  card  used  instead  of  an  out  guide? 

When  a  particular  letter  is  taken  out  of  a  folder  the  substi- 
tution card  takes  its  place  and  shows  by  whom  the  letter  has 
been  taken.  This  is  checked  as  soon  as  the  letter  has  been 
returned.  Substitution  cards  are  generally  of  colors  other  than 
the  stationery. 


22 


(a)   When  is  a  cross  reference  sheet  made  out? 
used? 


(b)  How  is  it 


(a)  A  cross  reference  sheet  is  made  out  when  information 
bearing  upon  a  certain  topic  is  found  in  two  different  parts  of 
the  filing  cabinet. 

(b)  It  is  placed  in  the  folder  to  refer  the  searcher  to  another 
folder  for  material  bearing  upon  the  same  topic. 


152         OFFICE   PRACTICE  AND  BUSINESS   STYLE 

23 

Name  the  different  methods  of  indexing  guides  under  vertical 
system. 

I.  Alphabetic  2.  Numerical  3.  Geographical 

4.  Automatic  5.  Topical  or  Subject  6.  Chronological 

24 

Briefly  describe  the  alphabetic  method. 

The  alphabetic  method  (sometimes  called  the  direct  ref- 
erence method)  has  guides  indexed  alphabetically  and  folders 
for  the  correspondence  behind  the  guides.  All  papers  are  filed 
alphabetically  according  to  subject  or  correspondent's  n?me 
in  the  folders  and  behind  the  guides. 

25 

(a)  What  card  equipment  is  needed  for  numerical  filing? 
(b)  State  the  information  which  may  appear  on  the  index  cards. 

(a)  In  the  correspondence  drawer,  guide  cards  numbered  in 
tens  or  twenties  (both  being  standard  numbering)  are  needed. 
Correspondence  folders  consecutively  numbered  are  required 
for  the  guides.     You  must  also  have  a  card  index  drawer  in 
which   are  placed  the  correspondents'   cards   arranged  alpha- 
betically.    In  the  upper  left  or  right  corner  of  each  card  is 
noted  the  number  of  the  folder  containing  that  person's  papers. 

(b)  In  addition  to  the  name,  address,  and  file  number  of 
the  correspondent,  the  index  card  may  have  his  financial  worth, 
credit  standing,  by  whom  recommended,  size  of  first  order,  pay- 
ment delinquencies,  names  of  firm  members,  etc. 

26 

(a)  What  is  the  procedure  when  a  correspondents  name  does 
not  appear  in  the  card  index  drawer?  (b)  In  the  case  of  an  old 
correspondent? 

(a)  A  card  must  be  filled  out  bearing  his  name  and  other  de- 
sired information  and  the  next  unassigned  number  entered  on 


FILING  AND  INDEXING 


153 


L.    B.    DIRECT    ALPHABETIC    INDEX 


154         OFFICE  PRACTICE  AND  BUSINESS   STYLE 


./""800"\ 


Guides  numbered  by  20's  in  five 
position*  with  even  hundreds  always 
in  first  position 


mlllll 


NUMERIC    CORRESPONDENCE    FILE 


FILING  AND   INDEXING  155 

this  card.  A  folder  bearing  the  same  number  as  that  on  the 
card  must  then  be  made  out  for  his  correspondence,  and  all 
subsequent  correspondence  noted  with  this  number. 

(b)  To  find  the  folder  of  an  old  correspondent,  the  card  index 
must  be  looked  up  and  the  number  entered  on  the  letter. 

27 

(a)  How  is  the  danger  of  misplacing  correspondence  in  numeric 
filing  overcome?     (b)  Explain. 

(a)  Direct  Alphabetic  Filing  is  employed. 

(b)  This  means  that  the  guides  are  indexed  alphabetically 


Bi-Bri    3\ 

'to  Brn)  x 


Ba-Be 

Ho  Bh> 


DIRECT    ALPHABETIC    GUIDES 

as  well  as  numerically, — each  guide  bearing  a  number  as  well 
as  a  letter,  as:  Ai,  Bu  7,  so  that  folders  are  found  alphabeti- 
cally and  returned  to  the  cabinet  numerically. 

28 

(a)  Is  a  StraightNumeric  System  ever  employed  to  the  exclusion 
of  all  other  systems?  (b)  Give  reason  for  your  answer,  (c)  How 
is  the  correspondence  of  an  occasional  writer  kept? 

(a)  No. 

(b)  Even  when  a  Straight  Numeric  System  would  be  desired 
it  cannot  be  employed  where  letters  of  correspondents  are  too 
few  to  permit  of  an  individual  folder. 

(c)  A  miscellaneous  folder,  in  which  are  kept  alphabetically 
the  letters  of  such  correspondent,  is  used  until  his  correspond- 
ence becomes  regular  and  frequent.     An  individual  folder  is 
then  made  out. 


156 


OFFICE   PRACTICE  AND   BUSINESS   STYLE 


29 

(a)  What  are  the  advantages  of  the  numeric  system? 

1.  It  admits  of  easy  and  compact  cross-referencing  on  cards 
filed  in  strict  alphabetic  order. 

2.  All  papers  on  one  topic  can  be  left  together  in  one  folder. 


NUMERIC    CARDS 


3.  There  is  very  little  danger  of  misfiling. 

4.  It    allows    for    natural    growth    without    discarding    old 
equipment. 

30 

(a)  Give  a  few  instances  where  numeric  filing  could  be  advan- 
tageously employed. 

1.  Filing  numbered  copies  of  orders,  statements,  telegrams, 
or  prescriptions. 

2.  Information  pertaining  to  policy  holder's  records  in  in- 
surance companies. 

3.  Real  Estate  operators'  or  stock  brokers'  transactions. 


31 

(a)   When  is  the  geographical  met'hod  of  filing  used?     (b)  Name 
the  different  kinds  of  geographic  filing. 


FILING  AND  INDEXING 


157 


GEOGRAPHIC   AND   TOWN   FILING 


158          OFFICE   PRACTICE  AND   BUSINESS   STYLE 

(a)  I.     This  method  is  frequently  employed  where  a  knowl- 

edge of  what  goes  on  in  a  particular  locality  is  es- 
sential. 

2.  Where  the  correspondence  comes  from  different  lo- 
calities of  a  country. 

3.  Where  the  customers  of  a  firm  are  grouped   by  ter- 
ritories. 

(b)  There  are  three  kinds  of  geographic  filing. 

I.  The  state  and  alphabetic  system. 


STATE    ALPHABETIC    SYSTEM 


2.  The  state  and  town  system. 

3.  The  straight  town  system. 

32 

Explain  the  equipment  necessary  for  each   of  these  geographic 
divisions. 

1.  State   and    alphabetic — state   guides,   one   set   of   alpha- 
betic   guides    for   each    state,   miscellaneous    folder    for    each 
guide. 

2.  State   and  town  —  town  guides  for   each    state,    miscel- 
laneous folder  for  each  town  and  a  guide  for  each  state. 

3.  Straight  town  —  set  of  alphabetic  guides,  folder  for  each 
town,  miscellaneous  folder  for  each  guide. 


FILING  AND   INDEXING  159 

33 

(a)  Give  four  advantages,  and  (b)  three  disadvantages  of  the 
geographical  method  of  filing. 

Advantages: 

1.  Definite  information  can  be  obtained  with  regard  to 
certain  localities. 

2.  The  weakness  or  strength  of  advertising  media  in  cer- 
tain districts  can  easily  be  determined. 

3.  Records  may  be  kept  of  salesmen  moving  in  particular 
localities. 

4.  Where  the  business  involves  correspondence  on  a  large 
scale,  this  method  is  valuable. 

Disadvantages: 

1.  Two  or  three  sortings  of  letters  must  be  made  before 
letters  can  be  filed. 

2.  Not  only  the  name  of  the  correspondent  but  also  his 
state  or  town  address  must  be  known,  before  letters 
can  be  filed. 

3.  No  geographic  filing  is  complete  without  some  form  of 
the  alphabetic. 

34 

(a)   What  is  meant  by  the  automatic  system  of  filing?     (b)  How 
are  guides  indexed? 

(a)  The  automatic  system  is  a  combination  of  the  alphabetic 
and  the  numeric  in  such  a  way  that  one  form  will  automatically 
check  the  other. 

(b)  Under  this  system  of  filing  the  alphabet  is  divided  into 
forty  parts,  each  part  receiving  one  or  more  of  the  numbers 
from  one  to  forty.     Guides  are  alphabetized  and  numbered  in 
accordance  with   this   division.     A  condensed   chart   called   a 
key  on  which  this  indexing  is  used  is  placed  before   all  the 
guides.     When    a   person   consults   the   key   he   can   instantly 
find  the  guide  card  behind  which  the  folder  has  been  filed. 


160         OFFICE  PRACTICE  AND  BUSINESS   STYLE 


35 

(a)  Show  by  diagram  the  key  card  under  the  automatic  system, 
(b)  Using  the  name  Joseph  Davis,  show  how  you  would  file  his 
correspondence. 


(a) 
A 


AUTOMATIC  FILING  SYSTEM 
C  D  E  F  G 


H 


I-J 


Aa    i 

Bb  3 

Ca  6 

Da  9 

Ea  n 

Fa  12 

Ga  13 

Ha  15 

la  18 

Am  2 

Be  4 

Ch7 

Di  10 

Go  14 

He  16 

Ja  19 

Bi  5 

Co  8 

Ho  17 

K-L 


N-0 


P-Q 


T-U-V    WXYZ 


Ka2o 

Ma  23 

Na26 

Pa  28 

Ra  30 

Sa  32 

Ta  36 

Wa38 

La  21 

Me  24 

Oa  27 

Qa29 

Ro  3: 

Se  33 

U-V37 

Wi  39 

Li    22 

Mo  25 

Sm34 

XYZ4o 

St  35 

Lower  chart. 


GIVEN  AND  FIRM  NAME  KEY 


0 

I 

2 

3 

4 

5 

6 

7 

8 

9 

Single    Names    or 
subject 

A-B 

c 

D-E 

F-G 

H-I 

J-K 

L-M 

N-S 

T-7 

(b)  Consult  chart  which  tells  us  that  Da  (see  upper  chart), 
is  9  and  J  (see  lower  chart)  is  6,  which  gives  the  number  96. 
This  number  appears  on  the  folder  when  papers  are  filed.  We 
have  this  number  check  as  well  as  the  alphabetic  location. 


FILING  AND  INDEXING 


161 


What  is  meant  by  topical  or  subject  filing? 
Subject  filing  means  keeping  all  correspondence  relating  to  the 
same  topic  behind  the  same  guide,  indexed  by  subjects.    These 


SUBJECT    FILE 


subject  guide  cards  are  filed  alphabetically  and  all  correspon- 
dence relating  to  the  same  subject  can  be  readily  found.  Each 
subject  may  be  further  subdivided  alphabetically  or  numerically. 


162          OFFICE  PRACTICE  AND  BUSINESS   STYLE 

37 

State  three  advantages  of  subject  filing.     Mention  instances  of 
its  use. 

1.  It  keeps  all  related  matter  together  in  one  folder  behind 
one  subject  guide. 

2.  It  may  be  subdivided  readily  into  subtopics,  each  in  turn 
being  assigned  a  number  under  the  main  topic. 

3.  There  is  no  limit  to  the  number  of  subdivisions  that  can 
be   made.     Architects,    builders,    buyers,   railway    and    public 
service  corporations  and  libraries  find  this  an  invaluable  method 
of  filing. 

38 

As  applied  to  Subject  Filing,  give  an  illustration  of  the  use  of 
the  Dezvey  Decimal  System  as  used  in  libraries  or  railway  offices. 

DEWEY    DECIMAL    SYSTEM 

0.  General 

1.  Executive  Dept. 

2.  Finance  and  Accounts 

3.  Railway 

4.  Equipment  and  Shops 

5.  Transportation  and  Storage 
•>•  6.  Traffic 


*~6o.  Traffic  Rates,  etc.,  General 

61.  Passenger  Traffic 

^62.  Freight  Traffic 

63.  Baggage 

64.  Mail 

65.  Express 

•620.  Freight  Traffic 


FILING  AND  INDEXING 


163 


•621.  Products  of  Agriculture 

622.  Animals  and  Animal  Products 

623.  Products  of  Mines 

624.  Products  of  Forests 

625.  Manufacturing 

•621.1.  Canned  and  Bottled  Goods 

621.2.  Groceries 

•621.3.  Grain  and  Grain  Products 

621.4.  Fruit  and  Vegetables 

621.5.  Tropical  Products 

621.6.  Nuts 

621.7.  Others 

•621.31..  Wheat 

621.32..  Corn 

621.33..  Oats 


39 

What  is  meant  by  the  Chronological  Index? 

Filing  in  the  order  of  receipt,  that  is  in  the  order  of  time. 
This  is  generally  applied  to  the  copying  of  letters  in  a  letter 
press  in  the  order  in  which  they  are  written. 


4° 

If  you  answer  a  correspondent's  letter  which  inquires  regarding 
quotations  and  you  receive  no  reply,  tell  how  you  would  automat- 
ically recall  the  fact  that  you  have  to  follow  up  this  correspondence. 

The  automatic  recall  is  accomplished  by  a  file  drawer  called 
"follow-up"  drawer.  It  contains  a  set  of  alphabetic  guides,  a 
set  of  monthly  guides,  and  a  set  of  daily  guides.  When  the 
letter  is  answered  a  carbon  copy  is  made  at  the  same  time. 


164 


OFFICE   PRACTICE  AND   BUSINESS   STYLE 


The  original  letter  on  which  has  been  recorded  the  follow-up  date 
is  filed  alphabetically.  The  carbon  copy  is  filed  in  the  follow-up 


FOLLOW-UP   DRAWER 


drawer  directly  behind  the  daily  guide  on  which  we  wish  to  fol- 
low up  the  correspondence. 

When  that  day  arrives 
the  letter  automatically 
becomes  visible  and  receives 
the  necessary  attention  to- 
gether with  other  matter 
for  that  day.  When  refer- 
ence is  to  be  made  to  the 
original  letter  it  can  read- 
ily be  found  in  the  same 
drawer,  behind  the  alpha- 
betical guide. 

DAILY    GUIDES 


FILING  AND  INDEXING 


165 


(a)  What  is  a  desk  tickler?     (b)   Where  can  it  be  purchased? 

(a)  A  desk  tickler  is  a  small  card  drawer,  containing  standard 
size  cards  and  guides  indexed  exactly  as  the  guides  of  a  follow- 
up  correspondence  drawer. 

(b)  Stock  cards  for  the  desk  tickler  are  furnished  by  man- 


DESK   TICKLER 


ufacturers  of  filing  supplies  who  will  also  print  any  matter 
desired  to  suit  the  needs  of  a  particular  business. 


166         OFFICE   PRACTICE  AND  BUSINESS   STYLE 

42 

How  is  a  desk  tickler  used  for  following-up  correspondence? 
When  a  letter  is  answered  a  summary  of  the  contents  of  the 
letter  is  made  on  the  card  and  the  card  is  filed  behind  the  proper 


/         Florida         A 


FOLLOW-UP    FILE 


daily  guide.     The  desk  tickler  is  not  only  a  follow-up  but  also 
a  daily  calendar. 

43 

When  are  metal  indicators  used  in  connection  with  the  desk 
tickler? 

Some  desk  ticklers  have  the  days  of  the  month  printed  along 
the  upper  edge  of  the  card.  After  the  letter  has  been  answered 
and  the  necessary  notation  made  on  the  card  a  little  metal 
signal  or  indicator,  colored  for  the  different  months,  is  slipped 


FILING  AND  INDEXING 


167 


over  the  number  indicating  the  day  upon  which  the  letter  is 
to  be  followed  up. 

All  the  signals  for  that  day  receive  the   attention  of  the 


22      23       24 

Company 


METAL    INDICATOR 

follow-up  clerk,  who  then  transfers  the  signals  to  the  next  de- 
sired date. 

44 

What  is  meant  by  legal  filing? 

Legal  filing  means  the  disposition  of  all  matter  typed  on 
legal  paper,  but  not  necessarily  papers  in  a  law  office.  Archi- 
tects, notaries  public,  real  estate  operators,  builders  also  use 
this  form  of  filing. 

45 
Discuss  two  ways  of  filing  legal  papers. 

1.  Legal  papers  may  be  filed  in  tall  narrow  drawers  to  suit 
the  width  of  the  legal  paper  after  it  has  been  folded.     These 
are  known  as  document  files.     They  are  about  four  inches  wide 
by  ten  inches  high. 

2.  They  may  also  be  filed  in  a  legal  vertical  file  which  is  the 
.same  as  the  ordinary  vertical  file  excepting  that  instead  of  the 


168         OFFICE   PRACTICE  AND  BUSINESS   STYLE 

manila  folder  a  fiber  or  leatherette  envelope  or  container  is 
used.  This  is  longer  than  the  regular  correspondence  folder 
and  is  also  capable  of  expansion. 


DOCUMENT    FILE 

46 
Give  four  disadvantages  of  the  former  method. 

1.  Papers  must  be  folded  before  filing. 

2.  They  are  hard  to  handle  because  of  the  fold. 

3.  Folding  and  opening  papers  wears  them  out  on  the  fold 
and  makes  the  writing  illegible. 

4.  They  take  up  too  much  space  in  the  file. 

47 
What  advantage  has  the  container  over  the  folder? 

The  entire  envelope  containing  all  the  documents  pertaining 
to  a  given  action  may  safely  be  taken  from  the  files  to  any 
place  desired  and  returned  to  the  files  when  they  are  no  longer 
needed. 

4.8 

Give  two  ways  of  filing  bills,  shipping  orders,  invoices,  and 
other  miscellaneous  papers. 

(a)  They  may  be  filed  in  the  same  drawer  with  the  corre- 
spondence but  in  a  separate  folder  of  another  color.     This  is 
placed  in  front  of  the  correspondent's  folder. 

(b)  A  separate  drawer  properly  labeled  may  be  used. 


FILING  AND  INDEXING  169 

49 

How  do  you  file  the  correspondence  of  a  large  business? 
Any  one  of  the  following  three  methods  is  good: 

a.  Alphabetically,  under  the  automatic  system. 

b.  Geographically,  if  correspondence  covers  a  large  ter- 

ritory. 

c.  Numerically,  to  allow  for  expansion. 

5° 

Explain  three  methods  of  making  copies  of  outgoing  business 
letters. 

(a)  Copies  of  outgoing  business  letters  may  be  made  on  car- 
bon sheets  pinned  or  clipped  to  the  letters  received  and  filed 
in  the  regular  filing  cabinet. 

(b)  They  may  be  copied  in  the  letter-press  book  by  means 
of  a  moist  cloth,  oiled  boards  and  the  letter-press,  indexed  and 
retained  in  the  book. 

(c)  They  may  be  copied  with  a  Roneo  Copier  machine  and 
filed  together  with  the  answer  in  the  filing  cabinet. 

51 

Describe  three  systems  of  preserving  for  convenient  reference 
business  letters  and  telegrams  received. 

(a)  Telegrams  may  be  filed  with  the  regular  correspondence. 

(b)  They  may  be  filed  in  a  separate  colored  folder  in  front 
of  the  regular  folder. 

(c)  A  separate  drawer  may  be  reserved  for  the  telegrams, 
orders,  receipts,  etc. 

52 

Give  any  satisfactory  method  of  filing  letters  and  telegrams  for 
preservation  and  convenient  reference,  for  a  small  business  hav- 
ing but  little  correspondence. 

Either  the  Shannon  drawer  or  the  box  file  may  be  used. 


170         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

53 
Describe  a  good  method  of  storing  old  correspondence. 

Transfer  cases  to  fit  any  system  of  correspondence  in  use  are 
•manufactured  by  filing  Supply  companies.  These  are  large 
•press  board  cases  into  which  is  placed  all  the  dead  correspond- 


TRANSFER    CASE 

•ence  alphabetically  or  numerically.  On  the  front  of  the  case 
is  pasted  a  label  giving  the  date  limits  of  the  enclosed  records. 
These  are  kept  on  shelves  easily  accessible. 

54 

What  is  meant  by  assorting  correspondence? 

Arranging  papers  in  such  a  way  that  they  can  be  put  away  in 
the  filing  cabinet  in  the  order  in  which  the  cabinets  are  labeled 
so  that  the  drawers  need  not  be  opened  and  shut.  By  means 
of  correct  assorting  a  filing  clerk  distributes  all  correspondence 
in  one  drawer  before  proceeding  with  the  next.  A  special 
device  called  a  distributor  is  furnished  by  the  filing  companies 
:for  that  purpose. 


FILING  AND  INDEXING  171 

55 

Give  examples  of  labels  as  made  out  for  an  alphabetic  file  and  con- 
sisting of  four  drawers.  Show  single  notation  and  double  notation. 

Single  Notation  Double  Notation 

Fa     Fo     Go     Hi    Ja    Ju       F-Fa    Fa-Fo    Fo-Ge    Ge-Go 

Go-Hi     Hi-Ja     Ja-Ju 
This  drawer  contains  the  letters  F  to  K. 

56 

If  correspondence  is  received  from  a  person  living  in  a  town 
for  which  there  is  no  guide,  where  should  the  letter  be  filed? 

Such  letters  are  filed  in  the  miscellaneous  folder  directly 
behind  the  state  guide  until  his  correspondence  becomes  bulky 
enough  to  warrant  an  individual  folder. 

57 

(a)  When  is  a  twenty-name  system  of  guiding  used?  (b)  De- 
scribe this  system. 

(a)  This  is  employed  when  the  alphabetic  file  becomes  too 
bulky. 

(b)  Every  twentieth  card  is  taken  out.     The  name  obtained 
is  used  as  a  new  guide,  thus  allowing  for  more  subdivisions. 
The   name   of  this   twentieth   card   correspondent   should    be 
written  on  both  sides  of  the  tab  so  that  if  it  should  become 
necessary  to  further  subdivide,  we  can  insert  other  cards  with- 
out disturbing  the  entire  arrangement. 

58 

How  would  you  file  (a)  legal  papers,  (b)  time  tables,  (c)  charts, 
maps,  blue  prints,  (d)  circulars,  (<?)  orders? 

(a)  Vertical  file  in  a  legal  container. 

(b)  Vertical  file  in  narrow  low  drawers  indexed  for  different 
railroads. 

(c)  Flat  in  drawers  built  for  the  purpose. 

(d)  Vertical  with  topical  index. 

(e)  Vertical-alphabetical  together  with  correspondence  or  in 
separate  drawer  properly  labeled. 


172         OFFICE   PRACTICE  AND  BUSINESS   STYLE 


59 

Give  in  detail  a  good  method  of  filing  catalogues,  so  that  they  may 
be  instantly  accessible. 

For  filing  catalogues,  the  numeric  system  is  the  best.  At 
least  two  cards  are  made  out  for  each  catalogue,  one  filed  under 
the  name  of  the  article,  showing  all  the  firms  supplying  the  ar- 
ticle, the  other  card  filed  by  the  name  of  the  firm,  and  showing 
a  list  of  articles  supplied  by  that  firm. 

The  article  cards  are  filed  alphabetically  behind  subject 
guides.  Each  card  carries  a  list  of  dealers  in  that  particular 
commodity  and  the  file  numbers  of  their  respective  catalogues. 
Dealers'  cards  are  also  filed  alphabetically. 

The  catalogues  are  numbered  and  put  in  lettered  drawers. 

Dealer  Index  Card 


Name         Yawman  &  Erbe  Mfg.  Co. 

Address 

Articles       Dr.  No. 

Cat.  No. 

Filing  Supplies 

B 

52 

Copiers,  roller 

B 

52 

Stock  Index  Cards 

B 

53 

Index  to  Dealers.  )  2  separate  draws. 
"      "  Articles  ) 

Article  Index  Card  (filed  behind  "Copier") 


Subject  Copier,  Rapid  Roller 

Name  Dr.  No.       Cat.  No. 


Yawman  &  Erbe  Mfg.  Co. 
Weis  Manufacturing  Co. 


-1 


CHAPTER  VI 
POSTAL  INFORMATION 

i 

Name  the  different  divisions   or  functions   of  the    post-office 
organization. 

i.  Money  Order       2.  Registry  3.  Special  Delivery 

4.  Parcel  Post  5.  Rural  Delivery     6.  Postal  Savings 

7.  Division  of  Dead  Letters 


(a)   What  is  the  object  of  the  money  order  division?     (b)  Ex- 
plain how  a  money  order  is  obtained  and  used. 

(a)  To  permit  a  person  to  send  small  sums  of  money  to 
another  in  absolute  safety  by  means  of  a  money  order.     This 
is  obtained  at  any  post  office,  enclosed  in  an  envelope  and  sent 
through  the  mails. 

(b)  The  person  desiring  to  send  money,  requests  a  money 
order  application  at  any  post  office.     On  this  he  writes  the 
amount  he  desires  to  send,  the  name  and  address  of  the  person 
who  is  to  receive  the  money.     From  the  information  on  this 
slip  (which  is  later  filed  by  the  money  order  clerk)  the  money 
order,  which  resembles  a  check,  is  made  out.     This  with  a  re- 
ceipt for  the  money  is  handed  to  the  applicant,  after  the  amount 
of  the  remittance  and  the  required  fee  are  paid.     The  money 
order  is  then  sent  through  the  mails  to  its  proper  destination 
by  the  applicant  and  the  receipt  is  retained  as  evidence  in 
case  of  loss. 


174         OFFICE  PRACTICE  AND  BUSINESS   STYLE 


Form  No.  6001 


Post  GDffir?  Stepartmwt        NO. 


THIRD  ASSISTANT  POSTMASTER  GENERAL    J»!amP  of  Issuing  Office 
DIVISION  OF  MONEY  ORDERS 

The  Postmaster 
will  insert 


here 

the  office  drawn  on,  when  the  office  named  by  the 


remitter  in  the  body  of  this  application  is  not  a  Money  Order  Office. 


Spaces  above  this  line  are  for  the  Postmaster's  record,  to  be  filled  in  by  him 


Application  for  Domestic  Money  Order 

Spaces  below  to  be  filled  in  by  purchaser,  or*  it  necessary* 
by  another  person  for  him 

Amount 

Dollars Cents 

Order  of  i 

(Name  of  person  or  firm  fortrhom  order  IB  intended) 


Whose   I  ^ 

AddressJ  O 

is      J  NO  ______________________    _>  ______________  ,  ___________________  Street 

Post   \  ^ 

Office/  ________________________  -%•  _____________________________________________ 


State_...J?. 


Sent  by    . - 

(Name  of  Sender) 


Addressl 
of      } 

sender  j  No . Street 

PURCHASER  MUST  SEND  ORDER  AND  COUPON  TO  PAYEE 

C5—7166 


POSTAL  INFORMATION  175: 

3 

How  does  the  person  who  receives  the  money  order  (addressee) 
dispose  of  it? 

1.  He  may    cash  it  after   identification  at  any    post  office 
in  his  home  town,  or 

2.  He  may  deposit  it  after  indorsement  to  his  credit  in  his 
own  bank,  or 

3.  It  may  be  turned  over  by  indorsement  to  a  second  party. 

4 

(a)  What  should  be  done  when  a  money  order  is  lost?  (b)  How 
long  may  a  money  order  be  kept  before  it  may  be  cashed?  (c)  What 
must  be  done  when  a  money  order  is  held  too  long? 

(a)  The  remitter,  payee,  or  indorsee  without  payment  of  an 
extra  fee  may  make  application  for  a  duplicate  order.  A  special 
form  provided  for  the  purpose  at  the  issuing  office  or  the  office 
upon  which  drawn,  must  be  used. 

(b)  A  money  order  must  be  presented  for  payment  within 
one  year  from  the  last  day  of  the  month  of  issue. 

(c)  When  an  order  is  more  than  a  year  old,  it  must  be  pre- 
sented at  any  money  order  post  office  with  an  application  for 
a   warrant  of  the  postmaster-general.     A   warrant   upon   the 
Treasury  of  the  United  States  will  then  be  issued  and  mailed 
to  the  applicant's  address  without  charge. 

REGISTRY   DIVISION 

5 

(a)  Name  three  advantages  of  registered  mail,  (b)  How  are 
letters  and  parcels  registered? 

(a)     I.    Increased  security. 

2.  Insurance  to  the  amount  of  $50.00  in  event  of  loss. 

3.  Remitter   receives  written   acknowledgment   of  re- 
ceipt. 


176         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

Stamp  of  issuing  ,gtc*.  <"••  B7™ 


Past 


Qcpartmtnt 


THIBD  ASSISTANT  POSTMASTER  GENERAL 


DIVISION  OP  MONEY  ORDERS 


U.  S.  MONEY.  FOREIGN  MONEY 

No Amount, $ 

Nb..~ Amount.S *. 

No Amount.S 

Payable  in 

{Postmaster  will  write  on  this  line  "Great  Britain"  or  "Italy."  tte..  os  ease  may  to.) 
(Space  above  this  line  is  for  the   Postmaster's  record,  to  be  filled  in  by  him.) 

(Spaces  below  to  be  filled  in  with  pen  and  ink  by  the  applicant,  or  by  some  person  for  him  not 
connected  with  the  post  office.) 

Application  for  International  Money  Older 

Foiiypbe  sum  of _,__.  

\/ 

and..  ^ ...... 

~~;¥~ 
Payable  to 3fc 

tty'rite  on  this  lint  ;:cztc  of  person  who  is  to  receive  the  money.) 

Town  or  City, 

Residence  or  . - 

piaceof         No , Street 

business  of 

the  person  to  County,  Canton.       ) 

whom  the  Kreis  or  Department    J    ~ 

money  is  to 

bepaid.          Province, 

Country, 

Sent  by 

(Write  on  this  line  the  name  of  the  remitter.) 

*titce"CoY'r       No ' - -Street 

business  of 

thepersonby          TOWD  Or  City, ... 

whom  the 
money  is 

•«*•  State  of 

(See  other  aide) 


POSTAL  INFORMATION  177 

(b)  i.  Name  and  address  of  sender  should  be  plainly  writ- 
ten or  printed  in  addition  to  the  name  and  address 
of  the  receiver. 

2.  Necessary  postage  (according  to  weight)  in  addition 
to  a  ten  cent  stamp  for  registration  must  be  affixed. 

3.  When  delivered  to  registration  clerk,   a  receipt  is 
taken.     If  the  receiver's  receipt  is  wanted  in  addi- 
tion, the  words  "return  receipt  desired"  should  be 
written  on  the  face  of  the  envelope. 

4.  If  the  registered  piece  is  to  reach  the  hands  of  the 
addressee  only,  the  letter  or  parcel  should  have  on  the 
address  side  the  words  "deliver  to  addressee  only." 

6 

How   can   registered  matter  be  recalled  by   the  sender   before 
actual  delivery? 

1.  He  must  furnish  proof  of  his  identity. 

2.  He  must  file  with  the  mailing  postmaster  a  written  re- 
quest for  the  return  giving  his  own  name  and  address,  name 
and  address  of  addressee   and  registry  number  as  noted  on 
his  receipt. 

3.  He  must  pay  all  expenses  necessary  to  recover  the  regis- 
tered letter  or  parcel. 

7 
What  procedure  should  be  followed  when  a  claim  for  loss  is  made? 

An  application  must  be  obtained  from  the  office  of  registry 
and  on  it  must  be  shown: 

1.  That  claim  is  made  within  the  year  of  loss. 

2.  A  description  of  the  lost  article,  with  particulars  as  to 
time  and  place  of  mailing. 

3.  An  affidavit  stating  value  and  nature  of  contents,  name 
of  owner,  and  that  no  compensation  has  been  received 
for  the  lost  article. 

4.  An  additional  affidavit,  alleging  ownership. 

5.  The  amount  claimed  for  the  lost  article. 


178         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

SPECIAL    DELIVERY 

8 

(a)  What  is  the  purpose  of  special  delivery?  (b)  How  is  mat- 
ter sent  by  special  delivery?  (c)  If  special  delivery  matter  cannot 
be  delivered  because  of  absence,  how  is  such  mail  treated? 

(a)  To  get  matter  delivered  sooner  and  at  hours  other  than 
regular  mail,  that  is,  immediately  upon  arrival  at  destination. 
Such  mail  will  be  delivered  between  7  a.m.  and  n   p.m.  at 
city  delivery  offices  and  from  7  a.m.  to  7  p.m.   at  all   other 
offices,  or  until  the  arrival  of  the  last  mail.     Special  delivery 
matter  will  be  delivered  at  post  offices  of  the  first  and  second 
classes  on  Sundays,  and  at  other  offices  if  open  on  Sundays; 
and  at  all  offices  on  holidays. 

(b)  In  addition  to  regular  postage  (according  to  weight)  a 
special  delivery  stamp  costing  ten  cents  must  be  affixed.     When 
such  stamp  is  not  available  ordinary  stamps  in  the  amount  of 
ten  cents   may  be  used   and  the    words    "Special  Delivery" 
written  underneath  them. 

(c)  Notice  is  left  at  the  place  of  address,  the  mail  is  returned 
to  the  post  office,  and  is  treated  thereafter  in  all  respects  as 
ordinary  mail. 

PARCEL    POST 

9 

(a)   What  is  the  parcel  post  law?     (b)   What  are  some  ad- 
vantages? 

(a)  A  law  which  permits  the  sender  to  mail  packages  not 
exceeding  seventy  pounds  within  the  first,  second,  and  third 
zones,  and  fifty  pounds  for  all  other  zones.     Parcels  may  not 
exceed  eighty-four  inches  in  length  and  girth  combined.     The 
rate  is  very  much  cheaper  than  mail  of  the  first,  second,  or  third 
class.     There  is  a  small  additional  charge  for  insurance. 

(b)  I.    It  offers  a  convenient,  speedy  and  efficient  means  of 

transporting  mailable  parcels  to  any  post  office  in 
the  United  States  or  its  possessions. 


POSTAL  INFORMATION 


179 


2.  It  brings  producers  and  consumers  into  closer  contact. 

3.  Special  advantages  and  treatment  are  accorded  to 
shipment  of  farm  products. 

10 

(a)  How  are  zones  determined?  (b)-  How  is  the  rate  for  each 
parcel  determined? 

(a)  For  the  purpose  of  parcel  post,  the  United  States  and 
its  possessions  are  divided  into  units  of  area,  called  zones,  of 
which  there  are  eight.      The  first  zone  covers  a  radius  of  fifty 
miles;  the  second  zone  150  miles;  the  third  zone  300  miles;  the 
fourth  zone  600  miles;  the  fifth  zone  1000  miles;  the  sixth  zone 
1400  miles;  the  seventh  zone  1800  miles;   the  eighth  zone  an 
area  of  over  1800  miles. 

(b)  Upon  weight  and  distance. 

The  charge  for  the  first  and  second  zone,  for  the  first  pound 
is  five  cents  and  one  cent  for  each  additional  pound;  for  the 
third  zone,  six  cents  for  first  pound  and  two  cents  for  each 
additional  pound,  up  to  70  pounds. 

The  schedule  below  shows  rates  for  remaining  zones  for  pack- 
ages from  I  pound  to  50  pounds  in  weight: 

FOURTH-CLASS  (DOMESTIC  PARCEL  POST)  ZONE  RATES 


ZONES 

Weight 
in 
pounds 

Local 

ISt, 

up  to 

50 

2d, 

5°  to 

3d, 
150   to 
300 

4th, 
300  to 
600 

5th, 
600  to 

1,000 

6th, 
1,000  to 
1,400 

7th, 
1,400  to 

i,  800 

8th, 
over 

i,  800 

miles 

miles 

miles 

miles 

miles 

miles 

miles 

miles 

i 

$0.01; 

$0.05 

$0.05 

$0.06 

$0.07 

$0.08 

$0.09 

$0.11 

$0.12 

2 

.06 

.06 

.06 

.08 

.11 

•14 

•17 

.21 

.24 

3 

.06 

.07 

.07 

.10 

•15 

.20 

•25 

•31 

.36 

4 

5 

.07 
.07 

.08 
.09 

.08 
.09 

.12 
.14 

.19 

•23 

.26 

•32 

•33 
.41 

.41 
•51 

t 

6 

.08 

.10 

.10 

.16 

•27 

.38 

.49 

.61 

•72 

7 

.08 

.11 

.11 

.18 

•31 

•44 

•57 

•71 

.84 

8 

.09 

.12 

.12 

.20 

•35 

•50 

.65 

.81 

•96 

9 

.09 

•13 

•13 

.22 

•39 

•  56 

•73 

.91 

1.  08 

TO 

.10 

.14 

.14 

.24 

•43 

.62 

.81 

I.OI 

1.20 

i8o         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

FOURTH-CLASS  (DOMESTIC  PARCEL  POST)  ZONE  RATES — Continued 


Z 

ONES 

Weight 
in 
pounds 

Local 

ISt, 

up  to 
miles 

2d, 

50  to 
miles 

150  to 
300 
miles 

4th, 
300  to 
600 
miles 

5th, 
600  to 
1,000 
miles 

6th, 
1,000  to 
1,400 
miles 

7th, 
i,  400  to 
i,  800 
miles 

8th, 
over 
1,  800 
miles 

ii 

$0.10 

$0.15 

$0.15 

$0.26 

$0.47 

$0.68 

$0.89 

$1.11 

$1.32 

12 

.11 

.16 

.16 

.28 

•51 

•74 

•97 

.21 

1.44 

13 

.11 

•17 

•17 

•30 

•55 

.80 

1.05 

•31 

1.56 

.12 

.18 

.18 

•32 

•59 

.86 

1-13 

41 

1.68 

15 

.12 

.19 

.19 

•34 

.63 

.92 

.21 

•51 

i.  80 

16 

•13 

.20 

.20 

•36 

.67 

.98 

.29 

.61 

1.92 

17 

•13 

.21 

.21 

•38 

.71 

.04 

•37 

•71 

2.04 

18 

.14 

.22 

.22 

.40 

•75 

.10 

•45 

.81 

2.16 

19 

.14 

•23 

•23 

.42 

•79 

.16 

•53 

.91 

2.28 

20 

•15 

.    .24 

•24 

•83 

.22 

.61 

2.01 

2.40 

21 

•15 

•25 

•25 

.46 

•87 

.28 

.69 

2.  II 

2.52 

22 

.16 

.26 

.26 

.48 

.91 

•34 

•77 

2.21 

2.64 

23 

.16 

•27 

•27 

•50 

•95 

.40 

•85 

2.31 

2.76 

24 

•17 

.28 

.28 

•52 

•99 

.46 

•93 

2.41 

2.88 

25 

•17 

.29 

.29 

•54 

•03 

•52 

2.OI 

2-51 

3.00 

26 

.18 

•30 

•30 

•56 

.07 

.58 

2.09 

2.6l 

3.12 

27 

.18 

•31 

•31 

•58 

.11 

.64 

2.17 

2.71 

3-24 

28 

.19 

•32 

•32 

.60 

•15 

.70 

2.25 

2.81 

3.36 

29 

3° 

.19 

.20 

•33 
•34 

•33 
•34 

.62 
.64 

.19 

•23 

.76 

.82 

2-33 
2.41 

2.91 
3.01 

it 

31 

.20 

•35 

•35 

.66 

•27 

.88 

2.49 

3.11 

3-72 

32 

33 

.21 
.21 

.36 

•37 

•36 
•37 

.68 

.70 

•35 

•94 

2.00 

2-57 
2.65 

3-21 

3-31 

ft 

34 

.22 

.38 

•38 

•72 

•39 

2.06 

2-73 

3-41 

4.08 

35 

.22 

•39 

•39 

•74 

•43 

2.12 

2.81 

3-51 

4.20 

36 

•23 

.40 

.40 

.76 

•47 

2.18 

2.89 

3.61 

4-32 

37 

•23 

.41 

.41 

•78 

2.24 

2-97 

3-71 

4-44 

38 

.24 

.42 

.42 

.80 

•55 

2.30 

3-05 

3.81 

4.56 

39 

.24 

•43 

•43 

.82 

•59 

2.36 

3-13 

3.91 

4.68 

40 

•25 

•44 

•44 

.84 

.63 

2.42 

3-21 

4.01 

4.80 

41 

•25 

•45 

•45 

.86 

.67 

2.48 

3.29 

4.11 

4.92 

42 

.26 

.46 

.46 

.88 

2-54 

3-37 

4.21 

5-04 

43 

.26 

•47 

•47 

.90 

•75 

2.60 

3-45 

4.31 

5.16 

44 

.27 

.48 

•48 

.92 

•79 

2.66 

3-53 

4.41 

5.28 

Jf 

•27 
.28 

•49 

•50' 

•49 

•50 

3 

.83 
.87 

2.72 
2.78 

3.61 
3.69 

4-51 
4.61 

5-52 

47 

.28 

•51 

.98 

.91 

2.84 

3-77 

4.71 

5.64 

48 

.29 

•52 

•52 

1.  00 

•95 

2.90 

3-85 

4.81 

5.76 

49 

.29 

•53 

•53 

1.02 

•99 

2.96 

3-93 

4.91 

5.88 

50 

•30 

•54 

•54 

1.04 

2.03 

3-02 

4.01 

5-oi 

6.00 

POSTAL  INFORMATION  181 

ii 

What  is  meant  by  local  rate? 

The  local  rate  applies  to  parcels  mailed  under  the  following 
conditions: 

1.  At  any  post  office  for  local  delivery  at  such  office; 

2.  At  any  city  letter  carrier  office,  or  at  any  point  within  its 
delivery  limits,  for  delivery  by  carriers  from  that  office; 

3.  At  any  post  office  from  which  a  rural  route  starts,  for 
delivery  on  such  route,  or  when  mailed  at  any  point  on  a  rural 
route  for  delivery  at  any  other  point  thereon,  or  at  the  office 
from  which  the  route  starts,  or  for  delivery  on  any  other  rural 
route  starting  from  the  same  office. 

4.  On  all  fruits  and  vegetables  mailed  at  a  post  office  from 
which  a  motor  vehicle  truck  route  or  country  motor  express 
route  starts,  or  at  any  point  or  post  office  on  such  route,  for 
transportation  over  the  route  and  delivery  at  any  other  point 
or  post  office  on  the  same  route. 

12 

How  are  C.  0.  D.  packages  shipped  by  mail? 
The  post  office  department  will  accept  C.  O.  D.    packages 
under  the  following  conditions: 

1.  The  C.  O.  D.  package  must  not  exceed  $100  in  value. 

2.  In  addition  to  parcel-post  rate,  ten  cents  in  parcel-post 
stamps  must  be  affixed  when  the  amount  does  not  exceed  $50; 
and  25  cents  when  the  amount  to  be  remitted  does  not  exceed 
$100. 

3.  C.  O.  D.  tag,  secured  to  the  package,  must  show 

a.  amount  due  the  sender. 

b.  money   order   fee   to   cover   remittance   from   post 
office  to  sender. 

c.  total  to  be  collected  (a  plus  b). 

4.  A  receipt  is  given  to  the  sender  at  the  time  of  mailing. 


182         OFFICE  PRACTICE  AND   BUSINESS   STYLE 

13 

(a)  On  parcels  weighing  four  ounces  or  less,  what  is  the  rate  of 
postage?  (b)  Over  jour  ounces?  (c)  What  is  the  rate  on  books 
and  plants  weighing  eight  ounces  or  less?  (d)  Where  are  parcels 
mailed? 

(a)  One  cent  for  each  ounce  or  fraction  of  an  ounce  except 
books,  plants,  and  seeds. 

(b)  On  matter  in  excess  of  four  ounces    the  rate  is  by  the 
pound    according   to   parcel-post    schedule,    except  on    books, 
plants,  and  seeds. 

(c)  On  parcels  weighing  eight  ounces  or  less  containing  books, 
seeds,  and  plants  the  rate  is  one  cent  for  each  two  ounces  or 
fraction  thereof  regardless  of  distance. 

14 

What  written  matter  may  be  inclosed  in  fourth-class  mail 
(parcel  post}? 

1.  Any  marks,  numbers,  names,  or  letters  for  purposes  of 
description. 

2.  On  the  blank  leaves,  or  cover  of  any  book,  an  inscription 
or  dedication  not  in  the  nature  of  personal  correspondence. 

3.  Words  like  "Merry  Christmas",  "with  best  wishes",  etc. 

4.  Written  or  printed  invoice  showing  name  and  address  of 
the  sender,  names  and  quantities  of  the  articles  inclosed,  price, 
style,  size,  initials  of  salesman,  etc. 

RURAL    DELIVERY 
15 

What  are  the  objects  of  rural  delivery? 

1.  To  permit  mail  delivery  in  sparsely  settled   and   rural 
communities. 

2.  To  give  the  farmer  the  same  mailing  benefits  as  the  city 
dweller  and  thus  give  him  the  opportunities  of  culture  through 
reading  and  discussion. 


POSTAL  INFORMATION  183 

16 
How  is  rural  delivery  service  established? 

1.  The  residents  of  a  community  must  petition   the  post- 
master-general for  its  establishment. 

2.  A  government  inspector  then  visits  the  locality  and  re- 
ports as  to  the  advisability,  etc.,  and  whether  there  are  500 
residents  to  be  served. 

3.  The  carrier  is  then  selected  by  examination  and  appointed. 

4.  A  substitute  is  also  chosen. 

POSTAL    SAVINGS 

17 

(a)  What  is  meant  by  postal  savings?  (b)  How  is  a  postal 
savings  account  opened? 

(a)  By  an  Act  of  Congress  passed  June  25,  1910,  certain 
post  offices  were  designated  as  banks  to  receive  deposits  of  all 
persons  ten  years  old  or  over  who  wish  to  save  their  money 
with  the  United  States  Government. 

(b)  Upon  the  first  deposit,  the  depositor  is  supplied  with  an 
envelope  in  which  he  keeps  savings  certificates,  equal  in  amount 
to  the  sum  deposited,  issued  by  the  postal  savings  clerk.     On 
the  face  of  the  envelope  is  printed  a  blank  ledger  record  on 
which   an   account  of  deposits   and  withdrawals  is  kept.     If 
the  initial  deposit  is  smaller  than  $1.00,  a  card  on  which  are 
affixed  stamps  for  the  amount  deposited  is  used  instead  of  an 
envelope.     When  the  card  is  filled  it  is  exchanged  for  an  en- 
velope and  certificate. 

DEAD   LETTER   DIVISION 

18 

When  is  mail  sent  to  the  dead  letter  office? 

Mail  which  cannot  be  delivered  because  of  incorrect  address 
or  other  cause  (and  there  are  no  directions  for  its  return)  is 
sent  to  the  dead  letter  office. 


184         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

19 

How  is  "dead  matter"  treated? 

Such  matter  is  first  opened  to  determine  the  owner.  If  the 
address  of  the  sender  cannot  be  found  in  the  letter,  it  is  de- 
stroyed. Valuable  inclosures,  after  being  carefully  recorded, 
are  returned  to  senders  or  delivered  to  the  persons  for  whom 
intended,  if  they  can  be  found.  Money  inclosures  are  retained 
to  await  the  call  of  the  owner  within  four  years.  Merchandise 
packages  are  held  for  one  year  to  await  owner's  claim  and  are 
then  sold  at  auction,  if  no  claim  is  made. 


20 

How  can  lost  mail  matter  be  recovered? 

A  letter  of  claim  addressed  to  First  Assistant  Postmaster- 
General — Division  of  Dead  Letters,  must  contain  the  following 
particulars: 

1.  By  whom  sent. 

2.  How  addressed. 

3.  At  what  place,  and  circumstances  of  mailing. 

4.  Accurate  description  of  contents. 


21 

To  prevent  loss  of  parcels  what  specific  directions  would  you 
follow  in  preparation  of  parcels  for  mailing? 

1.  Name  and  address  of  sender  should  be  plainly  written. 

2.  Strong  wrappers  securely  tied   should   be   used   and   so 
wrapped  that  they  may  be  easily  examined. 

3.  Determine  proper  postage  and  affix  the  stamps  where 
they  may  be  easily  seen  and  canceled — on  the  address  side. 


POSTAL  INFORMATION  185 

RATES    OF    POSTAGE 
22 

Name  and  classify  divisions  of  mail  matter. 

First  Class — Written  and  sealed  matter,  postal  cards,  and 
private  mailing  cards — two  cents  an  ounce  or  fraction  thereof, 
except  post  cards,  which  are  one  cent  each. 

Second  Class— Includes  newspapers,  magazines,  etc.,  entered 
as  second  class  matter.  No  limit  of  weight  is  prescribed. 
When  sent  unsealed  by  parties  other  than  the  publishers  or 
news  agents,  one  cent  for  each  four  ounces. 

Third  Class — All  other  printed  matter  not  admitted  as  second 
class,  nor  embraced  in  the  term  "book." 

Fourth  Class — Domestic  parcel  post  mail,  and  miscellaneous 
printed  matter,  weighing  more  than  four  pounds.  Rates  vary 
according  to  size  of  parcel. 

23 

(a)  What  is  "unmailable"  matter?  (b)  What  are  stamped 
envelopes?  (c)  What  kinds  are  furnished  by  the  government? 

(a)  Matter  which  can  be  easily  destroyed  or  has  insufficient 
postage,  lottery,  threatening,  defamatory,  or  indecent  litera- 
ture. 

(b)  Stamped  envelopes  are  envelopes  of  standard  sizes  sold 
by  the  government  with  printed  stamps  of  the  value  of  I,  2, 
4,  and  5  cents. 

(c)  "Ordinary"   or   "special    request."     The    ordinary  en- 
velopes are  either  plain  (no  printing  in  the  upper  left  corner) 
or  bear  the  words  "if  not  delivered  return  to"  followed  by 
two  blank  lines  for  the  name  and  address  of  the  sender  (not  his 
business  advertisement).     When  ordered  from  the  government 
in  lots  of  500  or  more,  no  charge  is  made  for  printing  return 
name  and  address.     The  charge  for  the  envelopes  is  very  small. 
Stamped  envelopes  which  have  been  spoiled,  misdirected,  or 


186         OFFICE   PRACTICE  AND  BUSINESS   STYLE 

are  in  other  ways  unfit  for  sending  may  be  redeemed  by  the 
owner  for  their  face  value  in  postage  stamps  or  other  stamped 
envelopes. 

24 

Explain  the  following  terms  as  applied  to  mail  (a)  domestic, 
(b)  foreign,  (c)  closing  of  foreign  mail,  (d)  supplementary,  (e)  dock. 

(a)  Domestic  mail  matter  includes  mail  addressed  for  local 
delivery  or  for  transmission  from  one  place  to  another  within 
the  United  States,  and  to  or  from  its  possessions. 

(b)  Foreign  mail  includes  all  mail  sent  to  countries  not  sub- 
ject to  the  government  of  the  United  States  from  the  United 
States  or  any  of  its  possessions. 

(c)  Closing   of  foreign   mail:    The    post   office    department 
publishes  a  bulletin  weekly  on  which  are  listed  vessels  carrying 
mails  to  foreign  countries,  their  ports  of  call,  and  the  time  of 
closing  foreign  mail. 

(d)  Supplementary:   For  a  small  fee  in  addition  to  regular 
postage,  foreign  mail  received  at  the  post  office  will  be  forwarded 
to  the  steamer  transporting  mail  to  foreign  countries,  so  that 
such  mail  will  not  be  delayed  in  its  delivery. 

(e)  Dock:  This  refers  to  the  temporary  branch  on  the  pier 
at  which  the  steamer  is  docked.     Mail  deposited  at  the  dock 
within  a  few  minutes  of  sailing  may  leave  on  the  steamer. 


Name  the  postage  necessary  for  sending  each  of  the  following 
pieces  of  mail  matter  from  your  post  office: 

Description  Weight,  oz.                   Destination 

Letter  ..........................  l^  Kentucky 

Letter  ..........................  2  Illinois 

Letter  ..........................  2  Largest  city  of  your  state 

Letter  (special  delivery)  ..........  2^  Savannah,  Ga. 

Letter  ..........................  4  Mexico  City 

Letter  ..........................  4  Charleston,  S.  C. 

Letter  (registered)  ...............  4  Toronto,  Canada 


POSTAL   INFORMATION 


187 


Description  Weight,  oz.  Destination 

Letter  (unsealed) 2  Tucson,  Ariz. 

Letter 2^  Canal  Zone 

Letter 3  Shanghai,  China 

Letter  (registered) 2^  San  Juan,  P.  R. 

Letter 2  Boise,  Idaho 

Letter 2  Boston,  Mass. 

600  form  letters,  unsealed 2     each         Dover,  Del. 

400  form  letters,  sealed 2     each         Mobile,  Ala. 

Catalog 7  Topeka,  Kan. 

Book 4  Dublin,  Ireland 

Sheet  music 1 1  New  York  City 

Engrossed  diploma  in  a  tube 12  Glasgow,  Scotland 

Blank  diplomas  in  tube 12  Your  own  city 

Newspaper  (by  individual) 5  Houston,  Tex. 

Bundle  of  newspapers 60  Mobile,  Alaska 

Photograph 2^  Manila,  P.  I. 

Calendar  in  tube 16  Savannah,  Ga. 

Package  of  pens 12  Sitka,  Alaska 

Seeds  (C.  O.  D.  $2) 12  Jamestown,  Va. 

Drugs  (special  delivery) 16  Denver,  Colo. 

24  circulars 8  Plymouth,  England 


CHAPTER  VII 

OFFICE     APPLIANCES,    ACCESSORIES,     DEVICES,    AND    AIDS 

THE    TELEPHONE 

I 

Why  is  the  telephone  the  most  important  office  cccessory? 

Because  it  is  a  great  time  and  money  saver.  People  may  be 
reached  at  a  few  minutes'  notice,  and  the  necessary  business 
transacted.  Delays  attending  the  sending  and  receiving  of 
mail  are  avoided.  Appointments  may  be  made  and  details  of 
transactions  may  be  adjusted  without  loss  of  time.  Postage 
and  railway  expenses  may  be  reduced. 

2 

Give  a  jew  general  directions  for  handling  the  telephone  on  out- 
going calls. 

1.  Make  sure  that  you  are  calling  the  right  number. 

2.  Speak  directly  into  the  mouthpiece  with  your  lips  close 
to  it. 

3.  Speak  distinctly  and  deliberately. 

4.  Keep   the   receiver  to   the   ear   until  the   person   called 
answers. 

5.  Acknowledge  the  operator's  repetition  of  the  number  by 
saying  "right"  or  "yes,"  and  if  incorrect  say  "no,"  and  repeat 
your  number. 

6.  If  necessary  to  recall  the  operator,  move  the  hook  gently 
and  slowly  up  and  down. 

7.  Be   courteous,   and   finish  your  conversation   by  saying 
"Good-by,"  and  then  hang  up  the  receiver. 

1 88 


OFFICE  APPLIANCES,  DEVICES  AND  AIDS        189 

3 

What  general  directions  would  you  give  a  person  who  is  to 
answer  incoming  calls? 

1.  Answer  a  telephone  call  promptly  and  pleasantly  in  order 
to  avoid  a  report  of  "does  not  answer"  at  the  calling  station. 

2.  Announce  the  name  of  the  firm,  department,  or  your 
name. 

3.  If  another  individual  is  wanted,   say,   "Hold  the  wire, 
please,"  and  promptly  call  the  person  to  the  telephone. 

4.  Be  ready  to  take  any  message  for  an  absent  person. 

5.  Listen  carefully  and  get  the  message  accurately. 

4 

What  is  meant  by  a  telephone  subscriber? 

A  telephone  subscriber  is  a  person  (or  company)  who  pays 
an  annual  rental  for  the  installation  of  a  telephone  apparatus 
at  the  place  desired.  His  name  is  alphabetically  listed  in  a 
book  called  a  telephone  directory  together  with  the  names  of 
others,  so  that  should  he  desire  to  speak  with  another  sub- 
scriber he  can  readily  do  so  by  giving  the  central  operator  the 
subscriber's  number.  The  telephone  apparatus  is  rented,  not 
sold,  and  remains  the  property  of  the  telephone  company. 

5 

What  four  telephone  employees  does  the  subscriber  come  in  con- 
tact with  after  the  installation? 

The  central  operator,  information,  the  traffic  manager,  and 
the  long  distance  or  toll  operator. 

6 

Explain  the  terms  central  operator,  information,  traffic  manager, 
and  toll  operator. 

Central  Operator:  When  you  wish  to  talk  to  another  sub- 
scriber and  have  found  his  telephone  number,  you  lift  the  re- 
ceiver from  the  hook.  This  action  flashes  a  signal  to  the  tel- 
ephone operator.  Almost  immediately  you  hear  her  question, 


190         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

"Number  please?"  which  means  that  she  wishes  to  make  the 
connection  between  your  telephone  and  another  subscriber's 
telephone  as  soon  as  you  give  her  the  subscriber's  number. 

Information:  Information's  business  is  to  find  for  you  the 
number  of  an  unlisted  subscriber  or  of  a  subscriber  whose 
number  you  cannot  find,  or  of  a  discontinued  telephone.  To 
call  Information  you  raise  the  receiver  and  tell  the  operator  to 
give  you  Information,  then  give  Information  the  complete  name 
and  address  of  the  person  wanted,  hold  the  receiver  until  she 
finds  it  and  gives  you  the  number,  which  you  repeat  to  the 
operator,  who  will  make  the  desired  connection. 

Traffic  Manager:  The  Traffic  Manager  is  called  through 
Central  office  when  unsatisfactory  service  is  rendered  by  an 
operator,  or  when  the  telephone  mechanism  is  defective.  Re- 
ports should  be  made  at  once. 

Toll  Operator:  When  it  is  desired  to  speak  to  someone  over 
the  telephone  who  is  located  in  a  distant  city,  give  name  of 
city  to  the  operator,  who  will  connect  you  with  the  toll  oper- 
ator. When  she  answers  give  the  telephone  number  of  the 
party  you  wish  to  speak  to,  the  street  address  and  your  own 
telephone  number  and  name,  and  wait.  The  toll  operator  will 
tell  you  to  hang  up  the  receiver  if  it  takes  some  time  to  call 
the  party  desired.  Then  wait  until  you  are  called. 

7 

Give  (a)  illustrations  of  four  different  kinds  of  calls,  (b)  method 
of  calling,  (c)  calling  from  a  party  line. 

(a)  Number  (b)  Method  of  Calling 

John  1253 John,  One-two  (pause)  five-three 

Main  OI25-J Main,  O-one  (pause)  two-five  (pause)  J 

Broad  4800 Broad,  Four-eight  (pause)  hundred 

Worth  5000 Worth,  Five-thousand 

(c)  Give  the  call  and  announce  the  letter  of  your  station  as 
follows:  "This  is  J  calling." 


OFFICE  APPLIANCES,  DEVICES  AND  AIDS         191 

8 

Explain  (a)  two-number  toll  call,  (b)  particular  person  toll  call. 

(a)  When  long  distance  connects  you  with  a  number  outside 
the  local  service  area,  a  charge  is  made  although  you  do  not 
speak  to  the  person  desired.     The  charge  is  lower  than  for 

(b)  a  Particular  Person  Toll  Call.     When  you   ask  long  dis- 
tance for  a  particular  person  outside  the  local  service  area,  a 
charge  is  made  only  when  conversation   actually  begins  be- 
tween that  person  and  yourself.     No  charge  is  made  if  the  per- 
son to  whom  you  wish  to  speak  does  not  answer. 

9 

What  is  meant  by  (a)  private  wire,  (b)  party  wire,  (c)  private 
subscriber? 

(a)  Private  wire  is  a  telephone  station  subscribed  to  by  an 
individual  or  firm. 

(b)  Party  wire  is  one  which  designates  a  subscriber  by  a 
number  and   a  letter.     Three   or  four  other  subscribers   also 
use  the  same  telephone  station,  each  subscriber  having  a  dif- 
ferent letter.     When  one  party  uses  the  telephone  the  others 
must  wait.     This  telephone  is  cheaper  than  the  private  wire. 

(c)  A  private   subscriber   is   one   who   for  certain   business 
reasons  does  not  wish  his  number  to  appear  in  the  telephone 
book.     The  number  must  be  known  and  given  to  the  operator 
if  connection  is  desired.     Information  will  not  divulge  numbers 
of  private  subscribers. 

10 

Suggest  a  blank  form  on  which  messages  are  to  be  entered  for 
people  who  are  absent  from  the  office  when  called. 

Date- 

Telephone  call  for 

Mr.—                          —of  the  firm  of—  -Tel.  No.— 

Called  at and  left  the  following  message : 


Call  him  at 

Initials — 


192         OFFICE   PRACTICE  AND  BUSINESS   STYLE 

EMERGENCY    CALLS 
II 

(a)   What    is    an    emergency    call?     (b)  How    are    emergency 
calls  made? 

(a)  A  call  made  by  telephone   when  immediate   assistance 
is  required  if  life,  limb,  or  property  is  in  danger  of  injury  or 
destruction. 

(b)  Lift  the  receiver  and  say  to  operator 
"I  want  to  report  a  fire,"  or 

"I  want  to  get  a  policeman,"  or 
"I  want  to  get  an  ambulance." 

If  compelled  to  leave  telephone  before  the  desired  station 
answers,  tell  operator  where  help  is  required. 


12 

Describe  (a)  switchboard,  (b)  pay  station,   (c)  In  zuhat  way  does 
a  coin  box  telephone  differ  from  a  pay  station? 

(a)  Where  a  firm,  apartment  house,  or  hotel  requires  the  use 
of  more  than  one  telephone  extension  the  telephone  company 
will  install  a  connecting  link — called  a  switchboard — between 
each  telephone  extension  and  the  central  office.     Every  out- 
going or  incoming  call  will  reach  the  switchboard  operator  first 
before  proper  connection  can  be  made.     Such  switchboards  may 
be  of  the  simple  desk  top  monitor  type  serving  a  few  extensions 
only,  or  the  cord  switchboard  serving  thousands  of  extensions, 
as  in  hotels  or  department  stores. 

(b)  Pay  stations  are  public  telephones  located  in  places  most 
convenient  to  the  public  and  attended  by  telephone-company 
operators.     The  operator  gets  your  number,  notifies  you  of  the 
charge  and  gets  the  central  operator  by  means  of  a  switchboard. 
When  connection  is  made  you  are  assigned  to  a  booth  from 
which  you  talk  to  the  person  called. 


OFFICE  APPLIANCES,   DEVICES  AND  AIDS        193 

(c)  In  a  coin  box  telephone  the  operator  is  called  directly  by 
depositing  a  coin  in  the  slot  of  the  machine.  If  connection 
cannot  be  made  the  coin  is  returned  to  you. 

13 

Explain  how  you  would  find  the  telephone  numbers  of  (a)  private 
party,  (b)  a  school,  (c)  city  government  department,  (d)  Board  of 
Education,  (e)  branch  bank,  (/)  when  number  and  street  only  are 
known,  (g)  apartment  house,  (h)  when  business  is  known  but 
spelling  of  name  is  uncertain. 

(a)  Look  in  the  telephone  directory  for  the  correct  spelling 
of  the  second  name  and  then  down  the  column  for  the  correct 
first  name,  which  follows  the  second  name. 

(b)  Look  up  Education,  Board  of,  and  under  Public  Schools 
are    listed    first   the    district   superintendents,   then   the   high 
schools,  then  the  special  schools,  and  then  the  public  schools 
according  to  number. 

(c)  Look  up  City  of  New  York  under  which  are  listed  all  the 
different  departments  and  bureaus. 

(d)  Look  up  Education. 

(e)  Find  the  name  of  the  bank  and  the  address  of  the  branch 
desired. 

(/)  Look  up  under  No.  to  find  alphabetically  listed  streets 
and  find  the  number  of  the  house. 

(g)  When  the  name  of  an  apartment  house  is  known  look  it 
up  alphabetically,  otherwise  look  up  under  No. 

(h)  Consult  the  Red  Book  under  business  classifications  and 
check  up  by  address  or  first  name. 

14 

Where  are  requests  for  directory  listings  or  telephone  installa- 
tions made? 

Call  the  Telephone  Company  and  find  the  nearest  Local 
Commercial  office.  Apply  there  for  a  listing. 


194         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

TELEGRAMS 
15 

Explain  the  differences  between  telegrams  and  cablegrams. 

Telegrams  are  messages  sent  over  land  by  wire  within 
the  borders  of  a  country,  while  cablegrams  are  sent  through 
cables  under  water  to  countries  separated  by  large  bodies  of 
water.  Telegrams  are  used  for  quick  inland  communications, 
while  cablegrams  afford  a  cheap  and  quick  oversea  commu- 
nication. 

16 
(a)  Name  and  (b)  explain  the  different  classes  of  telegrams. 

(a)  i.  Full-rate  Messages  2.  Night  Messages 
3.  Day  Letters  4.  Night  Letters 

(b)  I.  Full-rate  messages  are   transmitted   immediately,  at 

the  maximum  charge  based  on  a  rate  for  the  first  ten 


Charge  to  the  account  cf _ 


UNION 
AM 


Send  the  following  message,  subject  to  the  terms 
oo  back  hereof,  which  are  hereby  agreed  to 


words  and  an  extra  charge  for  each  additional  word. 

2.  Night   messages  are   sent  at  a  lower  rate  than  day 
messages,  are  accepted  until  2  a.m.,    but  delivery  is 
not  made  until  the  morning  of  the  next  business  day. 
Where  the  message  is  too  long  this  class  of  service  is 
seldom  used. 

3.  Day  letters — sometimes  called  deferred  day  service — 
are  cheaper  than  day  messages  because  the  company 
sends  them  some  time  during  the  same  day.     The 


OFFICE  APPLIANCES,   DEVICES  AND  AIDS        195 

charge  for  fifty  words  is  the  same  as  ij  times  the 
charge  of  day  messages.  For  example,  if  a  ten-word 
day  charge  is  $1.00,  a  fifty-word  day  letter  costs  $1.50. 
4.  Night  letters  are  accepted  before  2  a.m.  and  delivered 
the  next  morning.  The  charge  for  fifty  words  is  the 
same  as  the  charge  for  a  ten-word  day  message. 


What  is  meant  by  (a)  telegraph  money  order  and  (b)  when  is  it 
used? 

(a)  Money  sent  to  a  party  at  a  distant  point  for  immediate 
delivery  by  means  of  the  telegraph. 

(b)  It  is  used  to  pay  debts  due  on  a  particular  day,  to  assist 
travelers  in  need,  to  pay  for  advertisements  inserted  in  foreign 
papers,  to  help  stranded  relatives,  to  pay  insurance  premiums, 
etc.     The  charge  is  small. 

18 

(a)  What  parts  of  a  telegram  are  paid  for  ?  (b)  How  is  the 
charge  computed? 

(a)  Every  word  (including  punctuation)  except  the  date,  ad- 
dress, and  signature  unless  there  are  extra  words  or  an  addi- 
tional address. 

(b)  Dictionary  words,  initials,  countries,  cities,  states,  and 
abbreviations  of  countries,  cities,  states,  or  abbreviations  in 
common  use  are  counted  as  one  word.     Each  figure,  character, 
punctuation  mark,  decimal  point,  and  the  signs  st,  d,  rd,  and 
artificial  groups  of  five  letters  are  counted  as  one  word. 

19 

(a)  Why  is  a  knowledge  of  the  method  of  charging  for  telegrams 
valuable?  (b)  Illustrate  by  concrete  examples. 

(a)  Because  such  a  knowledge  will  assist  a  person  in  selecting 
the  right  number  of  words  to  go  into  a  telegram  or  cablegram  at 
minimum  cost. 


196         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

(b)  Cheaper,  or  clearer  Than 

Ounces  (i  word)  Ozs.  (i  word) 

Immediately  (i)  At  once  (2) 

Four  hundred  (2)  400  (3) 

Six  million  (2)  6000000  (7) 

Forty-six  (2)  46  (2) 

One-half  (2)  1/2  (3) 

April  tenth  (2)  April  loth  (4) 

Letter  follows  (2)  Will   explain    by    mail    more 

fully  (6) 

Answer  collect  (2)  Wire  answer  at  my  expense  (5) 

Ten  by  twelve  (3)  10  x  12  (5) 

Number  five  forty-six  (4)  No.  546  (4) 

Minimum  cost  five  sixty-  Minimum  cost  $5.65  (7) 

five  (5) 

Two  twenty-eight   East  228  East  45th  St.  (8) 

Forty-fifth  Street  (7) 

CABLEGRAMS 

20 
(a)  Name  and  (b)  explain  four  kinds  of  cablegrams, 

(a)  i.  Regular.     2.  Deferred.     3.  Cable  letters.     4.  Week- 
end cable  letters. 

(b)  I.  Regular  cablegrams  are  employed  in  urgent  cases  with 

a  full  rate  charge.     Any  kind  of  language  may  be  em- 
ployed. 

2.  Deferred  cablegrams  are  sent  at  the  company's  con- 
venience  and   used   when,  messages    are   not   so   im- 
portant as  to  require  immediate  transmission.     The 
rate  is  one  half  of  the  regular  cablegram  rate. 

3.  Cable  letters   are   used   for   business   communications 
which  are  not  urgent  and  are  delivered  the  day  after 
they  are  written.     They  are  charged  for  on  an  initial 


OFFICE  APPLIANCES,   DEVICES  AND  AIDS        197 

minimum  rate  of  seventy-five  cents  for  twelve  words 
and  five  cents  for  each  additional  word.  Only  plain 
language  is  permitted. 

4.  Week-end  letters  may  be  sent  until  midnight  on  Satur- 
day for  delivery  at  the  opening  of  business  the  fol- 
lowing Monday,  for  European  messages,  and  Tuesday 
for  South  American  messages.  The  week-end  letter 
is  a  very  valuable  and  comparatively  cheap  method  of 
communication  between  banking  institutions  and  their 
correspondents. 

21 

(a)  How  may  the  cost  of  cablegrams  be  greatly  reduced?  What 
is  meant  by  (b)  code,  (c)  cipher? 

(a)  By  sending  cablegrams  in  code  or  in  cipher. 

(b)  Code  is  the  use  of  a  single  word  in  a  cablegram  or  tele- 
gram to  express  a  complete  sentence  or  phrase. 

(c)  Cipher  is   a  privately   arranged   secret  set  of  symbols, 
letters,  numbers,  or  other  marks. 

22 

What  is  meant  by  "plain"  cablegram? 

When  dictionary  words  from  the  language  of  the  sending  or 
receiving  country  are  used,  and  intelligently  understood  by 
any  reader. 

23 
(a)  Name  four  different  public  codes  in  use  and  (b)  illustrate. 

(a)  The  Western  Union,  the  Liebers,  the  ABC,  and  the  Ai. 

(b)  Word  Meaning 

Autograph — This  is  our  opportunity  (the  idea  word  is 

opportunity}. 
Automaton — If  there  is  no  opposition  (the  idea  word  is 

opposition). 


198         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

24. 

Explain  (a)  registered  cable  address,  (b)  reversible  cable  address, 
(c)  Why  are  these  used? 

(a)  Firms  doing  a  large  cable  business  compose  a  special 
name  generally  made  up  of  parts  of  the  firm's  name,  which  is 
submitted  to  the   cable   company   and   registered.     All  cable 
messages    addressed    this    way    are    delivered    to    the    proper 
parties.     Thus  Willco  may  mean  The  Williams  Company. 

(b)  Firms  doing  extensive  cable  business  with  each  other 
agree  upon  a  name,  generally  compounded  of  parts  of  both 
firm  names,  and  submit  this  to  the  cable  company.     When 
either  of  the  firms  receives  a  cable  from  the  other  thus  ad- 
dressed and  bearing  no  signature  it  knows  at  once  from  whom 
the    cablegram    comes.     Thus    cable    messages    addressed    to 
Wangoth  N.  Y.  or  London,  may  be  delivered  to  John  Wana- 
maker,  New  York  or  Gotham  Supply  Company,  London. 

(c)  To  reduce  the  cost,  since  addresses  and  signatures  are 
charged  for  in  cablegrams. 

25 
How  are  code  messages  unpacked  (translated)? 

1.  The  meaning  is  translated  under  each  word  in  the  original 
message. 

2.  The  translation  is  written  on  a  blank  form  attached  to 
the  original  cable  message. 

26 

(a)  How  many  copies  of  an  outgoing  cablegram  or  telegram 
should  be  made,  and  (b)  explain  what  each  is  used  for? 

(a)  Three  copies. 

(b)  The  original  is  written  on  the  blank  provided  by  the 
company  and  is  sent  to  the  company  for  transmission. 

The  duplicate  is  mailed  immediately  with  a  letter  con- 


OFFICE  APPLIANCES,   DEVICES  AND  AIDS         199 

firming  the   message    and   for   comparison   with   the   original 
message. 

The  triplicate  is  filed  by  the  sender. 

2? 

What  is  meant  by  (a)  repeated  message,  (b)  mutilated  message, 
(c)  confirming  a  message? 

(a)  Messages  that  are  ordered  repeated  by  the  sender  to 
make  sure  that    no  error  has  been  made    in  the  process  of 
transmission. 

(b)  Mutilated  message  is  one  in  which  one  or  more  code 
words  cannot  be  properly  "unpacked."     No  charge  is  made  in 
such  cases. 

(c)  Immediately    after    sending   the   original   telegram   the 
carbon  copy  is  inclosed  in  an  envelope  and  sent  by  mail  to- 
gether with  a  letter  explaining  that  the  inclosed  is  a  copy  of 
telegram   sent   on   this   or   that   day.     The   inclosure   of    the 
duplicate  copy  enables  the  receiver  to  compare  it  with  the 
original  message  as  received. 

28 
How  are  charges  made  for  cablegrams? 

1.  Each  word  in  the  address,  text,  and  signature  is  counted 
as  one  word. 

2.  Words  of  fifteen  letters  or  less  are  counted  as  one  word 
in  a  plain  cablegram. 

3.  In  a  code  cablegram  ten  letters  or  less  are  counted  as 
one  word. 

4.  In  cipher  messages,  letters  or  figures  are  counted  at  the 
rate  of  five  to  the  word. 

5.  Punctuation,     figures,    underline,     and    characters     are 
counted  as  one  word  each. 

6.  Groups  of  figures  are  charged  for  at  the  rate  of  five  to 
the  word. 


200         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

29 

Name  two  ways  in  which  telegrams  and  cablegrams  may  be  sent 
to  the  company  for  transmission. 

1.  By  telephoning  the  message. 

2.  By  call  boxes.     These  are  small  boxes  installed  in  the 
customer's  office.     A  pull  on  the  handle  informs  the  company 
that  a  message  is  to  be  sent  from  a  certain  place  and  within  a 
few  minutes  a  messenger  arrives  to  get  the  message. 


OTHER    VALUABLE    OFFICE    AIDS 
30 

(a)  Name  and  (b)  explain  two  mechanical  devices  for  dating 
mail. 

(a)  i.  Rubber  dating  stamp. 
2.  Clock  dating  stamp. 

(b)  I.   The  rubber  dating  stamp  consists  of  three   movable 

rubber  bands  containing  the  days,  months,  and  years. 
By  the  simple  process  of  turning  the  bands,  the  de- 
sired date  may  be  brought  into  proper  position  for 
printing. 

2.  The  clock  dating  stamp  has  a  clock  attachment  so  that 
the  minute,  hour,  and  day  of  receipt  are  recorded  on 
the  paper,  through  a  ribbon. 

31 

Describe  the  Addressograph  and  explain  how  it  is  used. 

The  Addressograph  is  a  machine  for  printing  or  typewriting 
names  and  addresses  from  ten  to  fifty  times  faster  than  such 
data  can  be  written.  It  permits  any  one  without  any  ex- 
perience to  fill  in  addresses  on  letters,  envelopes,  postal  cards, 


OFFICE  APPLIANCES,   DEVICES  AND  AIDS        201 

circulars,  etc.  The  names  and  addresses  are  prepared  in  ad- 
vance on  metal  plates  by  means  of  a  machine  called  a  grapho- 
type.  Until  needed,  the  plates  are  kept  in  metal  frames  and 
are  filed  in  a  drawer,  as  index  cards  are  filed.  When  the  drawer 
containing  the  plates  is  removed  from  the  cabinets,  the  plates 


ADDRESSOGRAPH 

put  into  the  machine,  the  addresses  are  automatically  traced 
on  the  proper  material  in  the  desired  order  by  means  of  a  hand 
or  foot  lever.  Some  machines  are  equipped  with  attachments 
for  printing  in  duplicate,  for  repeating  names,  for  dating,  for 
numbering  consecutively,  for  listing  names  in  vertical  columns, 
and  for  eliminating  undesired  data. 


202          OFFICE   PRACTICE  AND   BUSINESS   STYLE 

32 

What  are  (a)  listing  machines,  (b)  non-listing  machines? 

(a)  Listing  machines  are  adding  machines  provided  with  a 
roll  of  paper  on  which  are  printed  all  the  numbers  (in  vertical 


DALTON  CALCULATOR 


columns)  which  the  operator  strikes.     This  permits  the  operator 
to  check  the  numbers  from  the  original  or  copying  sheet. 

(b)  In  non-listing  machines  no  provision  is  made  for  printing. 
The  processes  are  worked  out  in  the  machine  and  the  final 
result  only  is  shown. 


OFFICE  APPLIANCES,   DEVICES  AND  AIDS        203 

33 

Give  the  names  of  some  well-known  calculating  machines. 

Wales,  Dalton,  Burroughs,  Comptometer,  Barrett,  Monroe, 
and  Sunstrand. 

_  —  f  m          r  -^ 


WALES    CALCULATOR 


34 
(a)  Describe  the  calculating  machine,     (b)  Draw  a  diagram. 

(a)  The  calculating  machine  has  a  keyboard  similar  to  the 
typewriter,  with  numbers  instead  of  letters  divided  into  groups 
of  millions,  thousands,  etc.  When  the  keys  of  the  machine  are 
struck,  numbers  are  printed  on  a  strip  of  paper  which  is  auto- 
matically rolled  off  at  the  back  of  the  machine.  When  the  key 
marked  "total"  is  pressed  the  sum  of  the  numbers  is  secured. 

Describe  the  comptometer. 

The  comptometer  is  a  non-listing  machine  which  can  handle 
all  problems  in  addition,  subtraction,  multiplication,  and  di- 


204         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

vision  in  whole  numbers  or  fractions  expressed  decimally.  It 
has  a  controller  key  which  locks  the  machine  and  does  not 
permit  the  next  operation  until  the  preceding  operation  has 
been  performed  by  a  complete  key  stroke.  A  complete  key 
stroke  will  add  correctly  the  full  amount  of  any  keys  struck, 
no  matter  how  rapid  the  strokes  may  be.  Even  a  novice 
cannot  operate  the  comptometer  imperfectly  because  a  slighted 


THE    COMPTOMETER 


keystroke  automatically  locks  the  machine  so  that  no  other 
figure  can  be  added  until  the  fault  has  been  corrected. 

36 

(a)  Describe  the  billing  machine,    (b)  Name  three  in  current  use. 

(a)  The  billing  machine  is  a  flat  bed  typewriter  equipped 
with  an  adding  and  subtracting  register  which  may  be  moved 
to  correspond  with  the  typewritten  line  so  that  totals  may  be 
typed  in  any  given  column.  It  may  also  be  used  by  book- 
keepers to  make  entries  in  the  proper  places  in  books.  It  may 
also  be  used  for  billing,  order  entry,  and  the  like.  When  the 


OFFICE  APPLIANCES,  DEVICES  AND  AIDS        205 

entries  are  made,  the  figures  in  each  column  are  automatically 
added  in  the  register  so  that  on  completion  of  the  operation, 
the  worker  has  both  the  entries  and  totals. 

(b)  Elliot-Fisher,  Moon-Hopkins,  Underwood-Wahle. 


ELLIOT-FISHER    BILLING   MACHINE 


37 


Describe  the  Hollerith  Machine. 

The  Hollerith  Tabulating  Machine  is  designed  to  compile, 
classify,  and  analyze  statistical  information. 

The   Hollerith  Tabulator,   Sorter,   Key   Punch,   and   Cards 


206         OFFICE   PRACTICE  AND   BUSINESS   STYLE 


OFFICE  APPLIANCES,   DEVICES  AND  AIDS        207 

form  a  system  by  which  a  mass  of  confused  data  can  be  trans- 
formed into  intelligent  reports  with  accuracy,  rapidity,  and  at 
a  smaller  expense  than  would  be  possible  by  hand.  The  orig- 
inal data  are  transferred  to  cards  by  means  of  punched  holes, 
which  permit  the  machines  electrically  and  automatically  to 
classify  and  aggregate  the  various  items  recorded. 

38 

Describe  the  Telautograph. 

The  Telautograph  is  an  instrument  which  transmits  hand- 
writing by  wire.     You  write  from  one  place  to  another  with 


THE    TELAUTOGRAPH 

the  telautograph  just  as  you  talk  from  one  place  to  another  with 
the  telephone. 

There  are  transmitters  and  receivers.  Whatever  is  written 
on  the  transmitter  is  instantly  reproduced  on  the  receiver 
located  elsewhere,  or  simultaneously  on  many  receivers.  The 
telautograph  makes  a  permanent,  written  record  of  every  mes- 
sage sent  and  received.  It  reduces  errors,  and  when  a  mistake 
is  made,  responsibility  is  fixed.  It  entirely  eliminates  misunder- 
standings of  oral  messages. 


208          OFFICE   PRACTICE  AND   BUSINESS   STYLE 

39 
Describe  the  Egry  Record  Register. 

Egry  Registers  are  metal  desk  or  table  boxes  containing  rolls 
of  printed  paper  (ruled  as  desired)  which  are  exposed  upon  a 
writing  bed  by  the  turn  of  a  crank.  They  may  be  used  in  any 
kind  of  business  to  give  an  original  record  of  a  transaction. 
When  a  sale  is  made,  the  salesman  makes  the  entry  on  the 
exposed  blank  which  is  then  discharged  from  the  register  by 
another  turn  of  the  crank  and  torn  off  with  the  carbon  copy. 


EGRY    RECORD    REGISTER 

The  carbon  copy  is  given  to  the  purchaser,  the  original  to  the 
bookkeeper  for  entry  into  the  books,  and  a  triplicate  copy  is 
retained  in  the  register  under  lock  and  key  as  a  check  upon  the 
proper  entries  in  the  books  and  as  a  record  of  sales. 

40 
Describe  the  automatic  time  recorder. 

Automatic  time  recorders  or  clocks  are  used  in  business 
houses  or  factories  where  many  people  are  employed.  Each 
employee  is  given  a  numbered  card  which  is  inserted  in  a 
crevice  in  the  clock  frame.  A  lever  is  then  pulled  down  and 


OFFICE  APPLIANCES,   DEVICES   AND  AIDS         209 

the  time  of  entry  or  exit  is  automatically  recorded  on  the  card. 
At  a  glance  the  pay-roll  clerk  can  determine  those  absent,  and 
make  arrangements  to  have  their 
duties  performed  by  others. 


(a)   What    is    the    dictaphone? 

(b)  Describe  it. 

(a)  The    dictaphone   is   a  ma- 
chine  based   on  the  principle  of 
the    phonograph.     The   dictator 
dictates  his  letter  to  the  machine 
on  a  blank  wax   record,  at  any 
time    to    suit    his    convenience. 
The    letter    is    then    transcribed 
by  the  typist  from  the  record. 

(b)  The  dictaphone  consists  of 
three    distinct    parts:    (a)  A  re- 
cording,  (b)   a  transcribing,  and 

(c)  a  shaving  machine.     Each  is 
a  separate  machine.     Each  part 
is  equipped  with  a  device  which 
enables  the  operator  to  control 
the  machine  at  will. 

1.  The   recording  machine 
consists     of     a     motor 
equipped    with    a    flex- 
ible speaking  tube  and  a 
mouthpiece  into  which 
the  dictator  speaks   as 
into  a  telephone  at  any 

rate  of  speed.    The  recording  cylinder  makes  a  record 
of  everything  said. 

2.  The  transcribing  machine  is  equipped  with  hearing 


TIME    RECORDER 


210         OFFICE   PRACTICE  AND   BUSINESS   STYLE 

tubes.  When  the  recorded  cylinder  is  placed  on  the 
mandrel  (or  cylinder)  of  this  machine,  the  tubes  are 
inserted  in  the  ear,  and  the 
motor  is  started,  the  typist  is 
enabled  to  hear  clearly  and 
accurately  every  word  which 
has  been  spoken.  The  speed 
of  the  machine  is  controlled  by 
a  foot  pedal. 

3.  The  shaving  machine  consists 
of  a  sapphire  knife  which  rests 
against  the  surface  of  the 
used  cylinder,  and  scrapes  off 
the  dictated  portion  of  the 
cylinder  to  any  depth  desired. 
After  being  scraped,  the  cyl- 
inder is  again  ready  for  new 
dictation.  THE  DICTAPHONE 

42 

How  are  corrections  made  on  the  cylinder? 

With  every  record  cylinder,  a  scale  card  corresponding  to  a 
similar  scale  on  the  mandrel  is  used.  When  any  change  in  the 
dictation  is  desired  or  an  error  is  to  be  corrected,  a  notation  of 
the  correction  is  made  on  the  scale  card  at  the  same  point  as 
that  indicated  by  the  pointer  moving  along  the  record.  The 
scale  card  is  then  inserted  in  the  record  cylinder  after  the 
completed  dictation.  The  typist,  before  beginning  to  type- 
write, removes  the  scale  card  and  notes  the  point  at  which  cor- 
rections are  to  be  made. 


OFFICE  APPLIANCES,  DEVICES  AND  AIDS        211 

43 

(a)  Describe  the  Hooven  Automatic  Typewriter,     (b)  How  is  it 
operated?     (c)   Why  is  it  so  efficient? 

(a)  This  is  a  specially  constructed  standard  typewriter,  be- 
neath which  is  attached  the  Hooven  mechanism,  the  levers  of 


HOOVEN  AUTOMATIC  TYPEWRITER 


which  imitate  the  finger  motions  of  the  human  typist  and 
operate  the  typewriter  at  high  speed. 

(b)  The  perforator,  mounted  on  a  stand,  has  a  keyboard 
almost  identical  to  that  of  a  typewriter,  and  is  operated  in  the 


212         OFFICE   PRACTICE  AND   BUSINESS   STYLE 

same  way.  On  this  a  stencil  similar  to  the  player  piano  music 
roll  is  cut.  When  the  stencil  has  been  cut  it  is  placed  in  the 
Hooven  attachment  of  the  typewriter,  the  current  is  turned  on 
and  the  letter,  in  all  respects  like  that  done  by  hand,  is  run  off 


HOOVEN    STENCIL    CUTTER 


by  electricity.     Stencils  may  be  filed  away  after  being  used 
and  copies  kept  in  a  loose  leaf  binder  for  future  reference. 
(c)    I.  One  operator  can  supervise  the  work  of  four  Hoovens. 

2.  Changes  can  be  made  at  any  point  desired. 

3.  The  finished  product  does  not  resemble  machine  work 
but  that  of  a  high  salaried  typist. 


OFFICE  APPLIANCES,   DEVICES  AND  AIDS        213 

4.  The   letters   can   be   turned   out  at   a  great  rate  of 
speed. 

5.  No  matching  of  ribbons  for  filling  in  the  inside  ad- 
dress is  necessary,  because  the  work  is  done  on  the 
same  machine  through  the  same  ribbon. 

44 

Explain  the  use  of  (a)  folding  machines,  (b)  envelope  sealers, 
(c)  stamping  machines,  (d)  postal  scales,  (e)  check  protectors, 
(/)  numbering  machines. 

(a)  Folding  machines  are  used  in  business  houses  where  the 
outgoing  mail  is  so  large  that  too  many  clerks  would  be  re- 
quired to  fold  mail  and  insert  it  in  envelopes.    Machines  which 
properly  fold  letters  do  this  work  more  rapidly. 

(b)  Envelope  sealers  are  machines  on  which  are  stacked  all 
the  outgoing  envelopes.     Such  machines  automatically  moisten 


ENVELOPE    SEALER 


and  seal  the  flaps  of  the  envelopes  at  the  rate  of  five  to  six 
thousand  in  an  hour. 

(c)  Stamping  machines  are  manufactured  to  prevent  the  un- 
authorized use  of  stamps  and  to  affix  stamps  more  quickly  than 
is  done  by  hand.  In  the  Multipost,  which  is  the  simplest  kind 


214         OFFICE   PRACTICE   AND  BUSINESS   STYLE 

on  the  market,  rolls  of  stamps  are  inserted.     The  machine  is 
operated  upon  the  envelopes  like  an  ordinary  rubber  stamp. 


MULTIPOST 


The  automatic  register  shows  at  a  glance  the  number  of  stamps 
that  have  been  used. 

(d)  Postal  scales  are  machines  for  weighing  parcels.     They 
indicate  the  number  of  ounces,  the  parcel  post  zones,  and  the 
charge. 

(e)  Check    protectors    are    machines    which    perforate    the 
amount  on  the  check  or  roughen  and  print  the  amount  in  two- 
color  acid-proof  ink  to  prevent  forgery. 

FIFTY  GNE  SIX 

(Amount  Words  Red — Denominations  Black) 

(/)  Numbering  machines  are  machines  similar  to  rubber 
stamps  which  print  numbers  from  a  steel  die.  The  machine 
may  be  adjusted  to  print  in  succession,  or  to  repeat  each  num- 
ber once  (duplicate)  or  to  print  the  same  number  as  many 
times  as  desired. 


OFFICE  APPLIANCES,   DEVICES  AND  AIDS        215 

45 
Give  different  ways  in  which  loose  papers  may  be  fastened. 

1.  By  small  metal  paper  fasteners. 

2.  By  wire  clips  of  all  sizes  and  shapes. 

3.  By  spring  steel  clip  binders  of  different  sizes. 

4.  By  stapling  machines  which  perforate  the  papers  and  wire 
stitch  them  at  the  same  time. 

5.  By  a  "Bump"  paper  fastener  which  in  a  single  operation 

"BUMP"  PAPER  FASTENER 


cufs  a  slot  and  tongue 
into  the  sheets 

tucks  the  tongue  into 
the  slot 

and  binds 
all  the  sheets 
gather. 


Tucks 

and 

Binds       _ 

cuts  a  slot  and  tongue  into  the  sheets,  tucks  the  tongue  into 
the  slot,  and  binds  all  the  sheets  together. 

Name  a  few  other  labor-saving  devices  used  in  offices. 

Pencil  sharpeners,  cash  registers,  check  signing  machines, 
stencil  machines,  mail  openers,  ruled  stock  cards,  Lamson 
carriers,  coin  counters. 


2i6          OFFICE   PRACTICE  AND   BUSINESS   STYLE 

OFFICE    REFERENCE    BOOKS 

47 

(a)  Name  three  kinds  of  directories,  (b)  What  information 
will  be  found  in  a  city  directory? 

(a)  Business,  Social,  Miscellaneous. 

(b)  A  city  directory  contains  lists  of  names  alphabetically 
arranged  of  all  people  over  eighteen,  names  of  business  firms, 
partners  of  firms,  women  in  business,  officers  of  corporations, 
and  addresses  of  all  the  listed  names. 

48 

Describe  business  directories. 

Books  of  this  kind  contain  the  names  of  all  individuals, 
firms,  corporations,  and  partnerships  alphabetically  arranged 
and  classified  under  suitable  headings,  so  that  if  the  trade, 
occupation,  or  profession  is  known  other  information  can 
readily  be  found.  The  telephone  Red  Book  is  an  example  of 
this  kind.  It  is  limited,  however,  to  the  names  of  telephone 
subscribers  only. 

49 

In  what  book  will  you  find  listed  the  directors  and  capital  of  a 
bank,  or  the  partners  of  a  firm? 

This  information  will  be  found  in  Co-partnership  and  Cor- 
poration Directories  which  list  members  of  a  partnership, 
names  of  directors  of  corporations,  all  manufacturing  and  in- 
surance corporations,  under  what  state  laws  they  were  incor- 
porated, and  the  amount  at  which  they  are  capitalized. 

50 

(a)  Tell  the  kind  of  information  to  be  found  in  a  professional 
directory  and  (b)  name  a  book  of  this  sort. 

(a)  In  professional  directories  will  be  found  the  life  history 
of  the  individual,  his  place  of  business,  and  number  of  similar 
practitioners  in  the  city. 

(b)  Folk's  Medical  Register. 


OFFICE  APPLIANCES,  DEVICES  AND  AIDS        217 

5' 

Describe  social  directories;  mention  one. 

In  these  books  are  listed  names  of  prominent  individuals, 
clubs,  etc.,  arranged  in  convenient  form.  Dau's  Blue  Book 
contains  an  arrangement  by  names  and  addresses  of  people 
living  in  certain  sections  of  the  city,  and  an  additional  arrange- 
ment of  the  streets  and  street  numbers  of  the  same  people,  so 
that  the  people  are  listed  twice  and  may  be  found  by  name  or 
location. 

52 

(a)  What  is  a  thesaurus?     (b)  Name  one  such  book. 

(a)  This  is  a  book  similar  to  a  dictionary.     It  gives  the  most 
suitable  words  in  which  to  express  a  certain  idea.     While  a 
dictionary  gives  the  meaning  of  words,  the  thesaurus  gives  the 
idea  and  the  different  ways  in  which  that  idea  may  be  ex- 
pressed. 

(b)  Roget's  Thesaurus. 

53 

(a)  Name  a  number  of  books  of  general  information,  (b)  Briefly 
state  the  kind  of  information  to  be  found  in  them. 

(a)  i.     Business  Journals.      2.    Year   Books.      3.    Atlases. 
4.   Cable    Codes.        5.   Gazetteers.       6.   Shippers   and    Postal 
Guides.     7.  Who's  Who. 

(b)  I.  Business  Journals  give  periodical  reports  on  business 

conditions,  movements  of  raw  products,  supply  and 
demand,  rise  and  fall  of  prices,  steamboat  and  railway 
information,  dates  when  interest,  dividends,  and 
coupons  are  payable,  etc. 

2.  Year  Books  are  published  by  the  government  or  po- 
litical subdivisions.  They  give  valuable  information 
concerning  the  government,  names  and  addresses  of 
office  holders,  and  the  commercial  situation  of  the 
country  or  municipality. 


2i8         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

3.  Atlases  are  sets  of  maps  indexed  and  put  in  book 
form.     A  consultation  of  the  index  will  readily  locate 
by  means  of  letters  and  numbers  the  city,  village,  or 
town  on  the  map,  together  with  information  about  its 
population,  etc. 

4.  Cable  codes  are  dictionaries  of  code  words  used  in 
the   sending  of  cablegrams,   alphabetically   arranged 
according  to  the  ideas  to  be  expressed. 

5.  Gazetteers  are  books  which  give  detailed  information 
regarding  the  people  in  business  in  every  city,  village, 
or  town.     They  give  the  areas,  population,  principal 
industries  and  number  of  people  engaged  in  the  dif- 
ferent industries. 

6.  Postal  and  Shippers'  Guides  contain  the  names  of  all 
steamboat    landings,    post    offices,    nearest    railroad 
station,  and  United  States  ports. 

7.  Who's  Who  is  a  book  which  gives  brief,  concise  biog- 
raphies of  men  and  women  who  have  become  prom- 
inent because  of  some  important  achievement  in  the 
world  of  science,  art,  invention,  etc. 

54 

What  are  the  purposes  of  credit  rating  books? 

Credit  rating  books  are  very  valuable  books  for  every  busi- 
ness man.  The  two  most  commonly  consulted  are  Brad- 
.street's  and  Dun's.  They  give  detailed  information  regarding 
the  financial  worth  and  credit  standing  of  all  business  firms  in 
the  country,  the  capital  invested,  length  of  time  engaged  in 
business,  bank  reports,  and  the  like.  A  request  for  additional 
information  by  subscribers  will  be  followed  immediately  by 
reports  giving  the  latest  information  bearing  on  the  credit  and 
character  of  any  business  house.  On  the  front  cover  page  is  a 
key  to  the  symbols  found  after  each  business  house  listed  within 
the  book. 


OFFICE  APPLIANCES,   DEVICES  AND  AIDS         219 

EXERCISES    ON    REFERENCE    BOOKS 

55 

In  the  reference  books  given  belozv  tell  (i)  when  and  where 
used;  (2)  what  information  is  furnished  in  each  book. 

City  Directory  Who's  Who 
Business  Directory  Bullinger's  Official  Guide 
Telephone  Directory  Thesaurus  (Roget,  Marsh) 
Classified  Telephone  Newspaper    Almanacs    and 
The  Dictionary  Cyclopedias 
Mercantile  Reference  Books       Municipal  Year  Books 
(Dun,  Bradstreet)  Professional  Directory 
Express  Company  Guides  Blue  Book 
Post  Office  Guide  Co-partnership  and  Corpora- 
Railroad  Guides  tion  Directory 

CLASSIFIED   DIRECTORY    (RED    BOOK) 

56 

Find  address  and  telephone  numbers  of  (a)  individuals,  (b)  part- 
nership, and  (c)  corporation  engaged  in  the  following  business  or 
occupation. 

Fire  insurance  broker  Taxidermists 

Automobile  accessories  Musical  instruments 

Drugs  Jewelry  novelties 

Electric  motors  Precious  stones 

Portable  garages  Marine  insurance 

Builders  of  homes  Confectioners 

Glove  manufacturing  Toys  and  novelties 

Publishers  Printers 

Realtors  Typewriter  Manufacturers 

Carpenters  Contractors 

Express  Companies  Undertakers 

Bakers  Msn's  Clothiers 


220         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

TROW'S    GENERAL   DIRECTORY 

57 

Give  the  occupations  of  the  following  persons: 
Percy  S.  Straus  William  Kunze,  Jr. 

Cleveland  H.  Dodge  Anton  Geiger 

James  Eichel  Richan  P.  Cotter 

Arthur  G.  Humphries  William  E.  Waters 

Wm.  Usher  Parsons  Frank  Jeanne 

Harry  R.  Sisson  Frank  L.  Washburn 

Give  the  names  of  the  following  officers: 

Superintendent  of  Banking,  New  York  State 

County  Clerk  of  Kings  County 

Comptroller  of  the  City  of  New  York 

President  of  the  Board  of  Aldermen 

Presiding  Justice  of  the  Supreme  Court  of  the  State  of  New 

York 
President  of  the  University  Club 


Give  the  names  of  concerns  and  their  addresses  in  the  Boroughs 
of  Manhattan  and  the  Bronx  engaged  in  the  following  businesses: 

Bird  seed  An  Express  Company  to 
Borax  Newark,  N.  J. 

Truck  covers  An  Accountant 

Military  and  naval  goods  Medical  Insurance 

A  detective  bureau  Bookbinder 

WHO'S  WHO 

59 
Give  a  short  biography  of: 

Richard  Field  Maynard  William  James  Mayo 


OFFICE  APPLIANCES,   DEVICES  AND  AIDS        221 

CO-PARTNERSHIP   AND    CORPORATION    DIRECTORY 
60 

State  whether  the  following  concerns  are  co-partnerships  or  cor- 
porations. Give  the  names  of  the  officers  and  their  respective 
positions: 

National  Sulphur  Company 

S.  S.  McClure  Company 

R.  H.  Macy  &  Co. 

John  S.  Berger  &  Company 

National  Protective  Association 

National  Lunch  Company 

O.  K.  Realty  Company 

F.  B.  Q.  Clothing  Company 

Underhill,  Clinch  &  Company 

Lord  &  Taylor 

Give  the  business  addresses  of  the  following  companies: 
O'Connor,  Newman  Company 
Gatti-McQuade  Sons 
Eagle  Pencil  Company 
Ware  River  R.  R.  Co. 
New  York  Telephone  Company 
J.  P.  Morgan  &  Company 
M.  Seidenberger  Sons 
The  Gregg  Publishing  Company 
Standard  Table  Oil  Cloth  Company 
Hearns 
Kuhn,  Loeb  and  Company 

RAILWAY    GUIDES 

61 

Give  new  names  or  name  of  operating  company  of  the  following 
roads: 

Sullivan  County  Taunton  Branch 

Tennessee  and  Alabama  South  Jersey 


222          OFFICE   PRACTICE  AND   BUSINESS   STYLE 

State  on  what  railroads  the  following  stations  are  found: 
Ardmore,  Pa.  Chester,  Pa. 

Vera  Cruz,  Mex.  Wilmington,  Del. 

Portland,  Me.  Portland,  Ore. 

Newburgh,  N.  Y.  Tacoma,  Wash. 

Solic,  Mex.  Atlanta,  Ga. 

Princeton,  N.  J. 

Oyster  Bay,  N.  Y. 

Spring  Valley,  N.  Y. 

Little  Rock,  Ark. 

UNITED    STATES    POSTAL   GUIDE 
62 

Give  the  location  (county  and  state}  of  the  following  post  offices: 

Moreno — Zwingle — Montera — Kukaiau — Fountain  Run — 

Cuzzart  —  Duplessis  —  Paconic  —  Vistillas  —  Verdery  —  Pecan 

Gap  —  Blansett  —  Betterton  —  Shan  —  Mennford  —  Newnata 

—  Neligh  —  Lock  No.  3.  —  Lostant  —  Diorike  —  East  Winn  — 

Quidnunc  —  Satus. 

In  California,  how  many  post  offices  begin  with  the  letter  Q? 

How  many  stations  in  the  Canal  Zone? 

In  Delaware,  name  the  only  station  beginning  with  Y. 

How  many  stations  in  Guam? 

How  many  independent  stations  in  the  District  of  Columbia? 

Nevada,  Story  County,  name  stations.  Name  post  offices 
in  these  counties:  Massachusetts,  Nantucket;  Georgia,  Ben 
Hill;  California,  Alpine;  Iowa,  Ida;  Louisiana,  West  Carroll; 
Texas,  Briscoe;  Wisconsin,  Pepin;  Kansas,  Comanohe. 

ALMANACS 

63 

Indicate  the  page  or  pages  upon  which  the  following  information 
may  be  obtained: 

Assembly  Districts,  Brooklyn 
Congressional  Districts,  New  York  County 


OFFICE  APPLIANCES,  DEVICES  AND  AIDS        223 

Hotels,  Restaurants,  Brooklyn 

National  Banks,  New  York 

Presidents  of  the  United  States 

Private  Schools,  Manhattan 

Public  School  system,  New  York 

Parcel  Post  System 

Taxpayers'  Information 

Weather  and  Temperature  Signals 

Aldermanic  Districts,  the  Bronx 

Civil  Service  Information 

Musical  Societies 

National  Cemeteries 

Piers,  Manhattan  and  the  Bronx 

Longest  Rivers 

Statues,  Monuments,  Manhattan 

Societies  and  Associations 

United  States  Government 


Give  the  specific  information  called  for: 

Situation  of:  Hotels  Chatham  and  Prince  George,  New  York 

What  is  the  area  in  square  miles  of  Alaska?     Ohio? 

What  are  the  pay  days  at  the  Museum  of  Natural  History? 

Population  of  City  of  Scranton,  Pa.,  in  1919? 

Name  and  annual  salary  of  President  of  the  Board  of  Aldermen 

Situation  of  Engine  Company  No.  38 

Panama  Canal,  cost  to  date 

Life  Saving  Service,  value  of  property  saved 

Postmaster,  New  Rochelle,  New  York:  name  and  salary 

Where  is  Trafalgar  Place? 

Height  of  Woolworth  Bldg.  and  Singer  Bldg.,  Manhattan 


CHAPTER  VIII 
ALPHABETIZING 


What  is  meant  by  (a)  the  dictionary  arrangement;  (b)  the  direc- 
tory arrangement? 

(a)  By  the  dictionary  arrangement  is  meant  alphabetizing 
strictly  to  the  very  last  letter  in  the  word.     When  the  same 
general  name  is  used,  all  cards  are  arranged  under  the  general 
name  and  alphabetized  dictionarily  under  the  adjective. 

(b)  The  directory  arrangement  of  alphabetizing  is  used  with 
names  of  persons,  firms,  and  institutions.     Under  this  method 
the  names  of  individuals  are  separated  from  the  names  of  part- 
nerships, corporations,  and  institutions.     The  surname  is  placed 
first,  followed  by  the  given  name  and  then  the  rest  of  the  name. 

2 

When  surnames  are  identical,  give  the  guiding  principles  that 
will  assist  in  the  proper  directory  arrangement  of  the  names  for  a 
telephone  book. 

1.  Words  like  Co.,  Mrs.,  Miss,  &  are  not  considered  in  alpha- 
betizing. 

2.  Alphabetize  the  occupations  when  no  initials  are  given 
and  these  precede  the  names  with  initials. 

Ex.    Dr.  Smith  will  precede  Smith  without  initials. 

3.  Follow  this  with  initial  A. 

4.  When  single  initials  are  the  same,  those  without  occupa- 
tion precede  those  with  occupation. 

Ex.   A.  Smith  precedes  A.  Smith,  electrician. 
224 


ALPHABETIZING  225 

5.  When  no  occupations   are  given,  the  alphabetical  resi- 
dence street  governs. 

Ex.      Smith,   A.,    Boston    Road    precedes   Smith,   A., 
Prospect  Ave. 

6.  Single  initial  A  is  followed  by  two  initials,  initial  and 
middle  name  (first  being  A),  and  three  initials. 

Ex.    Smith,  A.;  Smith,  A.  B.;  Smith,  A.  E.;  Smith,  A. 
Edward;  Smith,  A.  F.  H.;  Smith,  A.  G. 

7.  First  name  having  same  initial  letter  is  next  in  order. 

Ex.    Smith,  Adam;  Smith,  Agnes;  Smith,  A.,  Trucking 
Co. 

8.  This  is  followed  by  partnership  names  having  the  same 
surname  alphabetically  arranged. 

Ex.     Smith  and  Alexander,  Smith  &  Liston,  Smith  & 
Whitehall. 

9.  Lastly,  the  possessive  follows  the  partnerships. 

Ex.  After  Smith  &  Whitehall,  comes  Smith's  Overall  Co. 

3 

Alphabetize  the  following  names,  directory  style: 

Roberts,  A.  D.  Roberts,  G.  H. 

Roberts  &  White  Roberts,  Alex  B.,  Real  Estate 

Roberts,  A.  E.  Roberts,  A.  E.,  Trucking 

Roberts,  Frank  Roberts,  S.  Raymond 

Roberts,  S.  J.  Roberts  &  Cochran 

Roberts,  A.  Percy  Roberts  Specialty  Co. 

Roberts  Safety  Tub  Boiler  Co.  Roberts,  Mrs.  G. 

Roberts,  Miss  A.  R  Roberts,  F.  W. 

Roberts,  S.  W.  Roberts,  Alex.  B. 

Roberts,  Wm.  S.  Roberts,  Frederick 

Roberts  &  Co.  Roberts,  Alfred  W. 


226         OFFICE   PRACTICE  AND  BUSINESS   STYLE 


Answer: 
Roberts,  A.  D. 
Roberts,  A.  E.,  Trucking 
Roberts,  A.  E. 
Roberts,  A.  Percy 
Roberts,  Miss  A.  R. 
Roberts,  Alex  B.,  Real  Estate 
Roberts,  Alex  B. 
Roberts,  Alfred  W. 
Roberts,  F.  W. 
Roberts,  Frank  A. 
Roberts,  Fredk. 


Roberts,  Mrs.  G.  A. 

Roberts,  G.  H. 

Roberts,  S.  J. 

Roberts,  S.  Raymond 

Roberts,  S.  W. 

Roberts  Safety  Water  Tub 

Boiler  Co. 

Roberts  Specialty  Co. 
Roberts,  Wm.  S. 
Roberts  &  Cochran 
Roberts  &  Co.,  Real  Estate 
Roberts  &  White 


The  alphabetic  file  in  your  office  has  the  following  subdivisions: 
Ba-Bar,  Bas-Baz,  Be-Bh,  Bi-Bl,  Bo,  Bra-Bry,  Bu-By.  De- 
termine the  guides  behind  which  the  following  names  should  appear: 


1.  Buehler 

2.  Behenson 

3.  Blaut 

4.  Bergman 

5.  Black 

6.  Billings 

7.  Bryant 

8.  Burger 


9.  Bursin 

10.  Butler 

11.  Board  of  Audit 

12.  Bunning 

13.  Byezak 

14.  Bohler 

15.  Baumwald 

1 6.  Byron 


17.  Blakeman 

1 8.  Barnes 

19.  Bennett 

20.  Britman 

21.  Broughton 

22.  Baylis 

23.  Burgar 

24.  Barker 


S 

Determine  behind  which  of  the  following  guides  the  names  are 
to  be  placed: 

Haa-Haf,  Hag-Ham,  Han-Har,  Hav-Haz,  Hea-Hem,  Hen- 
Hez,  Hi,  Hoa-Hol,  Hom-Hoz,  Hic-Hy 


ALPHABETIZING  227 

Handwerger  Hellar  Hest 

Harvey  Holthusen  Hurley 

Hoffman  Herman  Hyms 

Hunger  Hirsch  Hershkowitz 

Hymen  Hauser  Hellman 

Habersack  Hausier  Hagan 

Hansent  Hochman  Horn 

Horowitz  Haas  Halpern 
Hawthorne 

EXERCISES    IN   ALPHABETIZING 
6 

Arrange   alphabetically   the  following   names  for    a   telephone 
directory: 

Allen  Trucking  Co  115  W  30 

Allen  Rev  Arthur  H  156-5^  av 

Allen  A  A  r  133  Lenox  av 

Allen  Mrs  AOr  175  W  58 

Allen  Allen  Allen  real  estate  2987  Webster  av 

Allen  B  F  Co  417  Canal 

Allen  A  A  collections  233  Bway 

Allen  A  J  r  781  Elsmere  pi 

Allen  Addison  lawyer  150  Nassau 

Allen  A  A  mfrs  agent  39  Cortlandt 

Allen  Advertising  Agency  347-5^  av 

Allen  Auto  Specialty  Co  26  W  61 

Allen  Augustus  H  r  206  Bedford  Pk  blvd 

Allen  Adelbert  B  MD  r  717  W  177 

Allen  A  H  r  103  E  10 

Allen  Mrs  A  M  r  175  W  58 

Allen  Augustus  N  archt  2  W  45 

Allen  Andrew  W  15  Day 

Allen  A  L  chiro  1416  Bway 

Allen  Miss  Abbie  R  r  839  Mad  av 


228         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

Allen  A  Rushton  ins  149  Bway 
Allen  Alexander  carver  102 1-3  d  av 
Allen  A  W  worm  mdcns  545  Grand 
Allen  B  L  60  Bway 

7 

Barton  Richard  r  221  W  20 
Barton  Miss  M  r  2876  Bailey  av 
Barton  &  Durstine  Co  advtg  agts  25  W  45 
Barton  W  S  19  Liberty 
Barton  Harry  S  rl  est  1059  Ogdn  av 
Barton  Miss  Theresa  r  160  Wvrly  pi 
Barton  Patrick  F  r  141  W  90 
Barton  Mfg  Co  stmps  stncls  87  Duane 
Barton  Joshua  L  physician  117  E  61 
Barton  Fredk  339  W  43 
Barton  Dwight  J  r  72  W  102 
Barton  Press  56  W  24 
Barton  Walter  E  ins  233  Bway 
Barton  Romper  Co  2  E  30 
Barton  Frank  r  108  King 
Barton  Mrs  Lucy  A  r  161  W  97 
Barton  Todd  382  Wadsworth  av 
Barton  Jos  genl  agt  46  Cedar 
Barton  Horace  W  monuments  343  E  233 
Barton  Mrs  L  J  r  250  W  84 
Barton  Miss  I  r  43  W  12 
Barton  Mrs  M  r  732  E  223 
Barton  Mrs  H  r  164  W  116 
Barton  Miss  Catherine  C  r  160  Wvrly  pi 

8 

Victor  Benj  70  E  119 
Victor  Knitting  Mills  3  E  14 
Victor  Jacob  22  W  113 


ALPHABETIZING  229 

Victor  Express  55  Harrison 

Victor  Iron  Works  Inc  1106  Brook  av 

Victor  Adding  Machine  Co  39  Cortlandt 

Victor  Cloak  &  Suit  Co  155  W  34 

Victor  Hugo  5  Nassau 

Victor  Garment  Co  1161  Bway 

Victor  Electrical  Testing  Co  621  Bway 

Victor  Box  Co  43  Exchange  pi 

Victor  Auto  Tire  Co  301  W  55 

Victor  Hat  Frame  Co  29  W  38 

Victor  Frank  2434  Cambrelling  av 

Victor  Animatograph  Co  90  West 

Victor  Balata  &  Textile  Belting  Co  38  Murray 

Victor  Iron  Supply  Co  4077  Park  av 

Victor  Chemical  Works  95  Liberty 

Victor  Cloak  Co  83  Grand 

Victor  Clothing  Co  35  Bond 

Victor-Ford  Transmission  Mfgs  250  W  54 

Victor  Cycle  &  Auto  Co  Inc  320  W  48 

Victor  Electrical  Corp  131  £23 

Victor  Baking  Co  1426  St  Nicholas  av 

Victor  L  736  E  152 

9 
Lewis  Saml  417  E  85 

Lewis  Shepard  Co  261  Bway 
Lewis  Victor  204  W  23 
Lewis  Mrs  Tillie  214  W  28 
Lewis  Mrs  Tousley  46  W  93 
Lewis  Thomas  39  Cortlandt 
Lewis  Miss  W  R  83  Washn  pi 
Lewis  Thos  9  Church 
Lewis  Sollie  601  W  115 
Lewis  Sheldon  564  Riverside  dr 
Lewis  Thos  235-5^  av 


230         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

Lewis  St  Live  Poultry  181  Lewis 

Lewis  Mrs  WT  136  W  116 

Lewis  Thos  235  W  71 

Lewis  Semon  210  W  no 

Lewis  WW  527  W  116 

Lewis  Wm  B  40  Wall 

Lewis  Wm  H  215  W  91 

Lewis  Wm  120  Bway 

Lewis  &  Boardman  91  William 

Lewis  Z  128  Bible  House 

Lewis  &  Co  129  E  34 

Lewis  Wm  236  E  178 

Lewis  Wm  1475  Bway 

Lewis  &  Hill  54  Mdn  Lane 

ARRANGEMENT    OF    NAMES    ON    FOLDERS    FOR   FILING 
IO 

1.  Invert  proper  names,  considering  the  surname  first,  then 
the  first  name  or  initial. 

2.  When  an  individual's  name  is  embodied  in  a  firm  name, 
consider  first  the  surname  of  the  individual,  then  his  first  name 
and  initials,  and  finally  the  rest  of  the  firm  name. 

Ex.    George  F.  Graves Graves,  George  F. 

Ex.   Henry  A.  Loeb  &  Co Loeb,  Henry  A.,  &  Co. 

In   other    firm   names,   corporations    and   institutions,   etc., 
names  are  arranged  as  written. 

Ex.    Central  Railway  of  New  Jersey as  written, 

filing  first  by  Central. 

3.  An  initial  always  precedes  a  name  beginning  with  the 
same  initial. 

Ex.    Samson,  H.  J.,  is  placed  before  Samson,  Henry  A. 

4.  Names  spelled   as  two  words  are  treated  as  one.     This 
covers  prefixes  as  La,  Le,  De,  Von,  etc. 

Ex.    de  Garmo degarmo. 


ALPHABETIZING  231 

5.  MJ,   Mac,   Me  when   filed  in  strictly  alphabetic  order 
would  be  M'Donald,  MacQuade,  McGlynn.     Generally  sepa- 
rate guides  are  provided  for  "Me"  and  it  is  best  to  follow  them 
in  whatever  order  they  appear. 

6.  Hyphenated  and  compound  names  and  words  are  prefer- 
ably treated  as  separate  words. 

Ex.   Johns-Manville JOHNS-Manville. 

7.  When  one  name  occurs  with  different  addresses,  an  alpha- 
betic arrangement  according  to  towns  is  maintained. 

Ex.   Western  Electric  Co.,  Boston. 

"        "      Manchester 
"       "      Sitka. 

8.  Abbreviations  are  always  treated  as  though  spelled  in  full 
and  alphabetized  accordingly. 

Ex.   No Number. 

9.  Titles  such  as  Dr.,  Mrs.,  Miss,  Prof.,  should  be  inclosed 
in   parentheses    and   disregarded   in   filing,   unless   names    are 
identical.     In  such  cases,  the  name  without  the  title  precedes 
the  one  with  the  title. 

Ex.    Brown,  John Brown,  John  (Dr.) 

10.  The  titles  Jr.,  Sr.,  1st,  2nd,  should  be  treated  as  part  of 
the  name  and  not  put  in  parentheses. 

Ex.   Abbott,  Lyman,  Jr.     Hubbard,  Elbert,  2nd. 

11.  Names  or  titles  beginning  with  numbers  should  be  filed 
as  though  the  numbers  were  spelled  out  in  full. 

Ex.    7th  Regiment  should  be  filed  as  if  it  were  Seventh 
Regiment. 

12.  Names  of  organizations  beginning  with  the  name  of  an 
individual   are   indexed   both   ways.     Correspondence   is    filed 
under  surname  and  cross  referenced  under  given  name. 

Ex.  George  Washington  High  School Washington, 

George,  High  School. 


232         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

13.  When  the  address  has  more  than  one  number,  index  by 
the  lowest  number. 

Ex.  Hoe  Printing  Company,  84-86-88  Grand  Street, 
Pittsburgh,  Pa.;  should  be  Hoe  Printing  Company, 
84  Grand  Street,  Pittsburgh,  Pa. 

14.  Government  papers  and  letters  are  divided  into  three 
classes: 

1.  Federal  Government.    This  covers  the  executive  de- 
partment of  the  United  States,  with  headquarters  at 
Washington,   D.  C.     These  departments  are    alpha- 
betically  arranged  under  "United   States,"   "Dep't 
of,"  "Bureau  of,"  "Chamber  of,"  etc.,  and  are  placed 
after  word  or  phrase  they  modify  in  parentheses. 

Ex.     Department  of  Agriculture U.  S.  Agri- 
culture (Dep't  of). 

The  bureaus  or  divisions  of  these  departments  would 
be  alphabetized  under  the  name  of  the  department. 
Ex.    Weather  Bureau,  Bureau  of  Animal  Industry, 
and   Patents   Bureau,   Bureau  of  Chemistry,   of 
the  Department  of  Agriculture U.  S.  Agri- 
culture (Dept.  of). 

Animal  Industry  (Bureau  of) 
Chemistry  (Bureau  of). 
Patent  Office. 
Weather  Bureau. 

2.  State  government.     Papers  pertaining  to  the    state 
government  should  be  filed  under  the  name  of  the 
state  in  question. 

Ex.    State  of  New  York,  Commonwealth  of  Penn- 
sylvania  New  York,  State  of,  Pennsylvania, 

Commonwealth  of. 

3.  City    government.     Papers    pertaining    to    the    city 
government  should  be  filed  under  the  name  of  the  city. 

Ex.    City  of  New  York New  York,  City  of. 


ALPHABETIZING  233 

The  bureaus,  departments,  etc.,  of  states  and  cities  should 
be  alphabetized  under  the  proper  states  and  cities  as  in  the 
case  of  Federal  correspondence. 

15.  Where  the  names  of  publishers  or  persons  financially 
responsible  for  magazines  or  periodicals,  are  known,  corre- 
spondence should  be  filed  under  these  names  with  a  cross  refer- 
ence under  the  name  of  the  periodical. 

Ex.   New  York  Times.    See  Adolph  Ochs. 

ii 

Alphabetize  and  arrange  the  following  names  as  they  should  ap- 
pear on  folders  in  a  file: 

w 

Dumont  Engineering  Co.  H.  William  Graves 

6th  Regiment  James  Wilson 

Cuba  Railway  Co.  Brokers'  Ins.  Exchange 

The  B.  &  C.  Co.  Howard  D.  Graves 

James  E.  Macdougal  &  Co.  Gastonoby,  Francois 

H.  W.  Johns-Manville  Co.  Dr.  Alfred  Dubois 

Western  Fishing  Co.,  Boston  McKean  &  Daglia 

Western  Fishing  Co.,  Atlanta  Happiness  Candy 

Western  Fishing  Co.,  Glovers-  Seton  Thompson  Woodcraft  Co. 

ville  B.  Alt  man  &  Co. 
Western  Fishing  Co.,  Boise  City  Bureau   for   Safe   Transporta- 
Department  of  Commerce,  tion  of  Explosives 

Washington,  D.  C. 

(a)  Answer: 

Altman,  B.  &  Co. 

B.  &  C.  Co.  (The) 

Brokers'  Insurance  Exchange 

Commerce,  Department  of,  Washington,  D.  C. 

Cuba  Railway  Co. 

Dubois,  Alfred  (Dr.) 


234         OFFICE   PRACTICE  AND   BUSINESS   STYLE 

Dumont  Engineering  Co. 

Explosives,  Bureau  of,  Safe  Transportation 

Gastonoby,  Francois 

Graves,  H.  William 

Graves,  Howard  D. 

Happiness  Candy 

Johns-Manville,  H.  W.  Co. 

McKean  &  Daglia 

Macdougal,  James  E.  &  Co. 

Sixth  Regiment 

Thompson,  Seton  Woodcraft  Co. 

Western  Fishing  Co,,  Atlanta 

Western  Fishing  Co.,  Boise  City 

Western  Fishing  Co.,  Boston 

Western  Fishing  Co.,  Gloversville 

Wilson,  James 

12 

Arrange  for  alphabetic  folders  and  alphabetize  the  following 
names: 

Howard  &  Price  Trenton,  N.  J. 

The  Hicks  Brothers  Harrisburg,  Pa. 

Johnson  &  Johnson  Camden,  N.  J. 

Rankin  K.  Post  &  Co.  Shamokin,  Pa. 

Watkins  Hardware  Co.  Lancaster,  Pa. 

T.  C.  Waterbury  Beaver  Falls,  Pa. 

Drake  &  Weston  Atlantic  City,  N.  J. 

Lansing  &  Thorpe  Dover,  Del. 

Jordan  &  French  Baltimore,  Md. 

Wallace  &  Smith  Wilmington,  Del. 

Dyer,  Smith  &  Cutter  Chester,  Pa. 

Miner,  Lyttle  &  Co.  Allentown,  Pa. 

Haskell,  Tobey  &  Co.  Altoona,  Pa. 

Bennett  &  Farrall  Wilkes-Barre,  Pa. 


ALPHABETIZING  235 

13 

Arrange  the  following  lists  of  names  and  addresses  in  alphabetic 
order  according  to  (a)  firm  name,  (b)  city,  (c)  state,  (d)  geographical 
divisions: 

Cokeville  Mercantile  Co.,  Cokeville,  Wyo. 

The  Narrow  Fabric  Co.,  Reading,  Pa. 

Herbert  &  Huesgen  Co.,  New  York,  N.  Y. 

The  Waterbury  Paper  Box  Co.,  Waterbury,  Conn. 

Bird  &  Son,  Hamilton,  Ont.,  Canada 

John  Hassal,  Inc.,  Clay  and  Oakland  Sts.,  Brooklyn,  N.  Y. 

Hardman  &  Peck,  Pittsburgh,  Pa. 

F.  A.  Straus  &  Co.,  New  York,  N.  Y. 

Moore  Hardware  and  Implement  Co.,  Moore,  Mont. 

Scandia  Coal  Co.,  Madrid,  la. 

The  Bancroft-Marty  Feed  and  Prod.  Co.,  Trinidad,  Colo. 

Union  Bleaching  and  Finishing  Co.,  Greenville,  S.  C. 

Joseph  Wild  &  Co.,  Green,  Provost,  and  Freeman  Sts.,  Brook- 
lyn, N.  Y. 

John  C.  Wiarda  &  Co.,  Green,  Provost,  and  Freeman  Sts., 
Brooklyn,  N.  Y. 

W.  L.  McKinnon  &  Co.,  McKinnon  Bldg.,  Toronto,  Ont., 
Canada 

St.  Louis  Plate  Glass  Co.,  Valley  Park,  Mo. 

Reymer  &  Bros.,  Pittsburgh,  Pa. 

Colorado  Supply  Co.,  Coal  Creek,  Colo. 

S.  A.  Rathbun's  Department  Store,  Pontiac,  111. 

G.  C.  Willis,  Wholesale  and  Retail  Dry  Goods,  Champaign,  111. 
E.  J.  Wile  &  Co.,  New  York,  N.  Y. 

The  H.  F.  Norton  Co.,  Seattle,  Wash. 
North  Adams  Show  Company,  North  Adams,  Mass. 
The  Oxford  Knitting  Co.,  Woodstock,  Ont.,  Canada 
Fondeville  &  Van  Iderstine,  New  York,  N.  Y. 
The  Hamilton   Foundry   &  Machine  Co.,  Hamilton,  Ont., 
Canada 


236         OFFICE   PRACTICE  AND  BUSINESS   STYLE 

14 

Arrange  these  names  for  folders  of  a  filing  cabinet  and  al- 
phabetize: 

The  Taylor  and  Boggis  Foundry  Co.,  Cleveland,  Ohio 

Henry  Disston  &  Sons,  Philadelphia,  Pa. 

The  White  Mt.  Freezer  Co.,  Nashua,  N.  H. 

Suplee  Hardware  Co.,  Philadelphia,  Pa. 

Girard  Wrench  Mfg.  Co.,  Girard,  Pa. 

Arcade  Mfg.  Co.,  Freeport,  111. 

Reading  Hardware  Co.,  Reading,  Pa. 

Enterprise  Mfg.  Co.,  Reading,  Pa. 

Sargent  &  Co.,  New  Haven,  Conn. 

Philadelphia  Lawn  Mower  Co.,  Philadelphia,  Pa. 

Quality  Stove  &  Range  Co.,  Belleville,  111. 

The  H.  C.  Cook  Co.,  Ansonia,  Conn. 

National  Mfg.  Co.,  Sterling,  111. 

E.  C.  Atkins  &  Co.,  Inc.,  Indianapolis,  Ind. 

Colt's  Mfg.  Co.,  Hartford,  Conn. 

Gray  &  Dudley  Hardware  Co.,  Nashville,  Tenn. 

The   Bridgeport   Hardware   Mfg.    Corporation,   Bridgeport, 

Conn. 

Simonds  Mfg.  Co.,  Philadelphia,  Pa. 
H.  H.  Mayhew  &  Co.,  Cleveland,  Ohio 
Novelty  Iron  Works,  Sterling,  111. 

15 

Arrange  for  alphabetic  folders  and  alphabetize  the  following 
names: 

Russell  K.  Wise  &  Co.  Scranton,  Pa. 

Kelly  Hardware  Co.  Williamsport,  Pa. 

Morrison,  Fisher  &  Co.  Newark,  N.  J. 

Louis  Randall  Altoona,  Pa. 

Cooke,  Starritt  &  Co.  Newark,  N.  J. 

Hunter  &  Chandler  Millville,  N.  J. 


ALPHABETIZING 


237 


Churchill  Hardware  Co. 
King  &  Sibley 
F.  C.  Kenyon 
H.  P.  Osborne 
Frederick  E.  Carter 
Gunby  &  Co. 
Thompson  &  Fletcher 
Trimmer  &  Giddings 
Slack,  Mumford  &  Co. 
Beverley,  Hawkes  &  Co. 
Ayres  &  Hunter 
Scott,  Barnes  &  Co. 
Barker  Hardware  Co. 


Lebanon,  Pa. 
Johnstown,  Pa. 
Philadelphia,  Pa. 
Bridgeton,  N.  J. 
Cumberland,  Md. 
Hagerstown,  Md. 
Martinsburg,  W.  Va. 
Milford,  Del. 
Annapolis,  Md. 
West  Chester,  Pa. 
Morristown,  Pa. 
New  Brunswick,  N.  J. 
Easton,  Pa. 


CHAPTER  IX 

COURSE  OF  STUDY  AND  SYLLABUS  FOR  OFFICE  PRACTICE 

CLASSES 

(Based  on  five  periods  per  week) 

1.  Formal  Parts  of  a  Letter 

2.  Incoming  Mail 

3.  Problems  in  Taking  Dictation 

4.  Typewriter  Standards  for  Proper  Transcription 

5.  Postal  Information 

6.  Manifolding,  Duplicating,  and  Copying 

7.  Commercial  Terms  and  Abbreviations 

8.  Filing  Systems  and  Indexing 

9.  Telephony  and  the  Switchboard 

10.  Office  Appliances  and  Devices 

11.  Telegrams,  Cablegrams,  and  Code  Systems 

12.  Commercial  Papers  and  Forms 

13.  Reference  Books  and  Guides 

14.  Manuscript  Correction  and  Proofreading 

15.  Keeping  a  Scrap  Book  and  Easy  Indexing 

1 6.  Business  Ethics  and  Deportment 

17.  Applying  and  Securing  a  Position 

First  Week 

OUTGOING    MAIL — THE    FORMAL    PARTS    OF   A   BUSINESS    LETTER 

Stationery — kinds 
Sizes:  8>£"  x  10" 

8>^"  x  5"  or  6"— noteheads 
half  size 

three-quarter  size 
238 


COURSE  OF  STUDY  AND  SYLLABUS  239 

1.  The  heading 
Content 

Difference  between  an  individual,  a  copartnership,  and 
a  corporation 

2.  The  date 

3.  Introductory  name  and  address 
Titles 

Method  in  official  or  formal  letters 

4.  Salutations 

5.  Body  of  a  letter 

6.  Complimentary  close 

7.  Signatures 

8.  Initials 

9.  Noting  inclosures 

10.  Superscriptions 

Return  card 

Spacing 

Name  line 

Official  postal  regulations: 

Business  building,  Room  1013, 

Equitable  Bldg. 
Document  envelopes 
Window  envelopes 

11.  Use  of  single,  double,  and  triple  spacing. 

12.  Keying — pivoting — subject — attention  of. 

13.  Kinds  of  typewriter  ribbons: 

Record-for  legal 
Copying 
Bichrome 
Hectograph 

14.  Folding  of  commercial  and  legal  paper 


.240         OFFICE   PRACTICE  AND  BUSINESS   STYLE 

Second  Week 

INCOMING    MAIL 

I.     Opening  Mail 

A.  Usually  a  mail  clerk 

1.  What  he  must  know 

(a)  Different  departments 

(b)  Names  of  interested  parties,  or 

(c)  Numbers  by  which  the  departments  are 
known 

2.  Sometimes 

(a)  Mechanical  devices  for  the  stenographer 
I.  Envelope  openers 

(a)  Care  of  contents 

II.     Examining  the  Contents 

A.  Checking  inclosures 

1.  Money  inclosures 

(a)  Comparing  amounts 

2.  General  inclosures 

(a)  Catalogue,  etc. 

B.  Looking  for  signature 
I.  Attaching  envelope 

C.  Digest  of  contents 

1.  Numbering 

2.  Necessary  rotations 

III.     Sorting  for  Distribution 
A.  Small 

1.  Letters  for  immediate  reply 

2.  Letters  requiring  additional  information 


COURSE  OF  STUDY  AND  SYLLABUS  241 

B.  Large  mail 


I.  Ex.  Mfg.  Firm 


(a)  Sales 

(b)  Shipping 

(c)  Credit 

(d)  Purchasing 


(e)    Accounting 
(/)  Office  Manager 
(g)  Correspondence 

C.    Enormous  mail 

1.  Rack  for  different  departments 

2.  Wire  baskets 

IV.     Dating  Mail 

A.  Mechanical  devices 

1.  Rubber-stamp  dating 

2.  Clock  dating 

V.     Systematizing 

A.  How  accomplished  with  Incoming  mail 
i.  Desk  arrangement — chart 

B.  Tools  and  Materials 

1.  Mail  openers 

2.  Clips,  fasteners,  pins 

3.  Glue  and  paste 

4.  Rubber  stamps  of  all  sorts 

5.  Pencils 

6.  Waste  basket 

7.  Pads  for  notes 

Third  Week 

TAKING   DICTATION 

I.     Personal  Qualities  of  the  Stenographer 
A.  Accuracy — most  important 
i.  Value  of — saves  reading 


242         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

2.  Agreeableness 

(a)  Courtesy 

(b)  Cheerfulness 

3.  Trustworthiness 

(a)  Position  of  confidence 

(b)  No  gossip  about  office  matters 

4.  Judgment 

(a)  Work  not  mechanical 

(b)  Ability  to  detect  errors 

5.  Proper  deportment 

(a)  Always  businesslike 

6.  Absolute  knowledge  in  matters  of 

(a)  Punctuation 

(b)  Spelling 

(c)  Capitalization 
II.     Preparedness 

A.  Books,  pencils,  sharpeners 

B.  Readiness  to  respond 

I.  First  blank  page 

C.  Desk  slide,  chair  pulled  up 

D.  "Getting"  the  dictation 

III.  Mannerisms 

A.  Interest  in  matter  dictated 

B.  During  pauses  in  dictation 

C.  Questioning  incoherent  statements 

D.  Nervous  habits 

I.  Staring,  trumming,  finger  nail  examination 

IV.  Mechanics  of  the  Notebook 

A.  Special  instructions 

i.  Note  in  longhand 

B.  Dating  and  numbering  notebook — Chart 

C.  Day's  work 

1.  First  blank  page 

2.  Dating  day's  work 


COURSE  OF   STUDY  AND   SYLLABUS  243 

D.  Spelling  of  correspondents'  names 

E.  Cancellation  of  notes  transcribed 

F.  Book  of  form  letters 

i.  Numbered  and  handy 

V.     Editing  Dictation 

A.  Good  dictator 

I.  Getting  consent  for  changes 

B.  Poor  dictator 

i.  Change  language  for  proper  expression 

VI.     Estimating  Notes 

A.  For  line  length 

B.  For  letter  length 

C.  For  artistic  display 

Fourth  Week 

TYPEWRITER    STANDARDS    FOR   PROPER  TRANSCRIPTION 

I.     Arrangement  of  Tools  and  Materials 

A.  Materials  needed 

1.  Large  letterheads  (first  and  seconds) 

2.  Half-size  letterheads 

3.  Stamped  envelopes 

4.  Tissue  sheets 

5.  Carbons — two  sizes 

6.  Wire  trays 

B.  Layout  of  materials 

I.  In  drawers 

(a)  Upper  right  hand 

1.  Tissue  sheets 

2.  Letter  heads 

3.  Carbon  supply 

4.  Telegram  blanks 

5.  Inter-office  letterheads 


244         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

(b)  Lower  right  hand 

1.  Envelopes 

2.  Inclosures 

3.  Pins  and  clips 

4.  Erasers  and  bands 

(c)  Left  hand 

i:  Letters  to  be  answered 

2.  Miscellaneous  supplies — ribbons 

3.  Personal  belongings 

2.  On  top  of  the  desk 

(a)  Eraser  tied  to  typewriter 

(b)  Wire  tray  for 

1.  Addressed  f  nvelopes 

2.  Finished  letters 

(c)  Left  wire  tray  for  copies 

(d)  Memorandum  pads 

(e)  Stenographer's  notes 

II.     Procedure  for  Work 

A.  Envelopes  addressed  first 

i.  Insertion  in  machine— flap  down  toward  you 

B.  Carbon  insertion 

i.  One  or  more  copies — method 

C.  Spacing  for  "Artistic  display" 

1.  Single,  double,  triple 

2.  Margins,  paragraphs 

3.  Pivoting;  subject,  attention  of 

4.  Forms  of  dating 

5.  Pyramid,  block  form 

6.  Initialing 

D.  Care  of  inclosures 

E.  Second  sheet  letters — arrangement 

F.  Manuscript  covering  and  backing 


COURSE  OF  STUDY  AND  SYLLABUS  245 

G.    Rules  for  writing  figures 

1.  Abbreviations 

2.  Spelling 

3.  Use  of  dictionary — alphabetization 
III.     Necessary  to  Good  Work 

A.   Prevent  uneven  coloring 

I .  Care  of  type 
E.   How  to  erase 

1.  On  originals 

2.  On  carbon  copies 

C.  Care  of  machine 

I.  Cleaning  and  oiling 

D.  Avoidance  of  strike-overs 

Fifth  Week 

POSTAL    INFORMATION 

I.     Money  Order  Division 

A.  Domestic 

1.  Application — to  $100 

2.  Procedure  in  case  of  loss 

3.  How  long  valid — procedure 

B.  International 

I.  Same  as  domestic — large,  pink 
II.     Registry  System 

A.  Advantages 

B.  Procedure 

C.  Claims  for  indemnity 
III.     Dead  Letter  Office 

A.  What  is  "dead  matter" 

B.  Treatment  of  mail 

1.  Opened,  returned  or  destroyed 

2.  Merchandise,  sold  at  auction 

C.  Procedure  for  recovery 


246         OFFICE   PRACTICE  AND  BUSINESS   STYLE 

IV.     Special  Delivery 
A.  Expeditious 

1.  Cost — additional  to  postage 

2.  Delivery  time 

V.     Parcel  Post 

A.  Zones — eight 

B.  C.  O.  D.  packages 

VI.     Division  of  Mail  Matter 

A.  First  Class 

i.  Written  and  sealed — postals  (2ff  an  oz.) 

B.  Second  Class 

i.  Periodicals  (iff  for  4  oz.),  Publishers  (iff  alb.) 

C.  Third  Class 

i.  Paper,  printed  matter  (iff  for  2  oz.) 

D.  Fourth  Class 

1.  Small  mdse.  (iff  an  oz.) 

2.  Other  mdse.  under  parcel  post  rates 

E.  Unmailable  Matter 

I.  Destructive,    overweight    (4   Ibs.),   lottery, 
scurrilous,  defamatory 

F.  Stamps,  stamped  envelopes,  postals 

1.  Return  card 

(a)  Ordinary 

(b)  Special 

2.  Redeemable 

G.  Privilege  of  recall  after  mailing 

i.  Upon  application 
H.  General  Delivery 

i.  Drops 
7.    Foreign  mail 


COURSE  OF  STODY^ANt)  SYLLABUS  247 

^ixth  Week 

MANIFOLDING   AND   DUPLICATING 

I.    Methods  of  Manifolding — Material  Required 

A.  Carbons  (see  fourth  week)  two  to  ten  copies 

B.  Hectograph  to  50  copies 

1.  Preparation 

(a)  Gelatine  pad 

(b)  Copying  ribbon  or  hectograph  ink 

(c)  Heavy  bond  paper  for  master  copy 

2.  Procedure 

(a)  Sinking  master  impression — time 

(b)  Making  copies 

(c)  Disposing  of  original 

3.  Advantages  and  disadvantages 

C.  Mimeograph  or  Neostyle  to  5000  copies 

1.  Required  stencils — Principle  of  mnfr. 

(a)  Autographic 

(b)  Wax  stencil 

(c)  Dermatype  stencil 

2.  Placing  on  machine  for  printing  (  $  78) 

(a)  Removing  backing 

(b)  Button  holes  against  backing 

(c)  Smoothing  wrinkles 

(d)  Inking  pad  from  inner  fountain 

(e)  Adjusting  for  different  size  and  thickness 
(/)  Raising  or  lowering  print 

(g)   Cyclometer  for  registering  quantity 
(h)  What  to  do  in  case  of  trouble 

1.  Stop  immediately 

2.  Release  the  pressure 

3.  Complete  the  revolution 
(i)    Automatic  feeder 


248         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

D.  Multigraphing  for  indefinite  number 

1.  Compotype 

(a)  Channelled  supply  drum 

(b)  Printing  channelled  drum 

E.  I.  Spacing  for  cards 

2.  Marginal  bands 

3.  Clips  for  short  lines — tool 
2.  Printer — power  or  hand 

(a)  Fastening  of  drum 

(b)  Proofing  through  carbon 

i.  Making  corrections 

(c)  Adjustment  of  ribbon 

I.  Ribbon  lever 

(d)  Letter  placing  tool 

1.  Lowering  and  raising 

2.  Margin  adjustment 

(e)  Cyclometer 

(/)    Reverse  to  mimeograph  turn 

i.  Handle  always  down 
(g)  Type  pressure  regulation 

F.  Printing — indefinite  number  of  copies 

(a)    Generally  outside  of  office 

Seventh  Week 

COPYING 

Necessity  for  keeping  a  copy  of  outgoing  mail. 
Statute  of  Limitations 

Six  years — Contract  under  seal — 20  years 

Methods: 

1.  Carbon  copy 

2.  Letter  press 

3.  Rapid  Roller  Copier  or  Roneo 


COURSE  OF  STUDY  AND  SYLLABUS 


249 


Letter  press: 

1.  Defects  of  the  carbon  copy  as  an  office  record 

2.  Demonstration  of  the  letter  press 

(a)  Oil  boards 

(b)  Moistening  clothes  or  brush. 

3.  Care  of  the  letters  and  the  book  after  the  copying 

4.  Indexing  the  letter  press  book 

5.  Cross-referencing  the  letter  press  book 

6.  Where  the  letter  press  is  used 

7.  Advantages  and  disadvantages  of  Carbon,  Roller  Copier, 

and  Letter  Press: 


Advantages 
Carbon  Copy: 

1.  All  copies  are  made  at  the 
same  time. 

2.  Ready  for  last  mail. 


3.  It   is   a   facsimile   of  the 
original. 

4.  Cheap. 

Roller  Copier: 

1.  In  case  extra  copy  is  need- 
ed, one  can  be  made  with- 
out writing  over  the  ori- 
ginal. 

2.  You  can  make   as  many 
copies  as  you  need. 

3.  Saves  time   for  stenogra- 
pher, as  the  office  boy  can 
do  all  this  work. 


Disadvantages 

1.  Much  time  is  lost  in  cor- 
recting errors. 

2.  In  case  five  or  six  copies 
are  made,  the  last  few 
copies  are  faint. 

3.  Changes  in  the  original 
are  often  omitted  from 
carbon  copies,  and 
trouble  arises  when  copy 
is  referred  to  in  future. 


i.  Very  often  not  ready  for 
the  last  mail. 


2.  Operation   must   be   re- 
peated for  each  copy. 


250         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

4.  All  changes  in  the  original 
appear  in  the  copy. 

5.  Cheap. 

6.  Exact  facsimile. 

Letter  Press: 

1.  The  copy  is  fixed.  I.   Is  slow. 

2.  Both  an  alphabetical  and     2.   Danger  to  the  original, 
a  chronological  index. 

3.  Have  a  copy  of  the  signa-     3.  The    correspondence    of 
ture.  one  concern  is  scattered 

4.  Is  a  better  form  of  evi-          in  many  places, 
dence. 

Eighth  Week 

FILING    AND    INDEXING 

A.  Theory  and  evolution  of  filing 

1.  What  constitutes  a  good  filing  system: 

(a)  Papers  must  go  back  to  the  files  as  quickly  as 

possible. 

(b)  Papers  must  file  easily 

(c)  Papers  must  be  found  quickly 

(d)  Papers  must  be  suited  to  the  particular  needs 

of  the  business. 

2.  Filing 

(a)  Flat 

(b)  Vertical 

3.  Indexing 

(a)  Alphabetic 

(b)  Geographic 

(c)  Numeric 

(d)  Topic 

(e)  Chronologic 
(/)  Historic 


COURSE  OF  STUDY  AND  SYLLABUS  251 

B.  Difference  between  filing  and  indexing 

1.  Flat — Spindle 

Box  File;  Shannon;  Perforator;  Loose  Sheet 

2.  Vertical — Simple  alphabetic 

Requirements:   Cabinet  of  filing  drawers;  Folders 
— kinds;  Guides;  Rod  projection 

C.  Correspondence  Filing 

1.  Sorter  or  distributor 

2.  Cross  reference  sheets 

3.  Out  guides 

4.  Substitution  cards 

5.  Alphabetic  guides 

(a)  Single  notation 

(b)  Double  notation 

6.  Direct  alphabetic  filing 

D.  Numerical  Filing 

1.  Accession  Book 

2.  Card  index 

3.  Cross-reference 

4.  Duplex  numerical  system 

E.  Filing  of  Bills  and  Invoices 

i.  Advantages  and  disadvantages  of  numerical  filing 

F.  Automatic  Filing 

G.  Geographic  Filing 

H.  Follow-up  System 

1.  Correspondence  file 

2.  Card  index 

3.  Desk  tickler 

7.    Subject  Filing 

1.  Duplex  numeric 

2.  Dewey  decimal 

/.    Transferring 


252         OFFICE   PRACTICE  AND   BUSINESS   STYLE 

K.  Filing  of  Catalogues,  Law  Records,  Blue  Prints,  Photo- 
graphs, Catalogues 
L.    Record  Keeping  Systems 
i.  Stock  cards 

Ninth  Week 

THE  TELEPHONE  AND  THE  SWITCHBOARD 

A.  Use  of  Voice — "Voice  with  the  Smile" 

1.  Clear,  distinct,  slow 

2.  Rules  for 

(a)  Outgoing  calls  (see  directory) 

(b)  Incoming  calls  (see  directory) 

B.  Operation  of  Instrument 

1.  Dialling  a  call  (see  diagiam  p.  23  directory) 

2.  Central 

(a)  How  to  call — Melrose  82  (pause)  45 

82  (pause)  45-J 

4  (pause)  eight  hundred 

five  thousand 

(b)  When  there  is  no  answer 

3.  Information 

(a)  No  book  number 

(b)  Cannot  find  it 

(c)  Repeat  to  central 

4.  Traffic  Manager 

(a)  Defects  in  the  mechanism 

(b)  Unsatisfactory  service 

5.  Long  distance 

(a)  Particular  person  toll  call 

(b)  Number  toll  call 

C.  Problems  in 

1.  Calling  directly 

2.  Calling  indirectly 


COURSE  OF  STUDY  AND  SYLLABUS  253 

3.  Calling  departments 

4.  Taking  a  message 

(a)  Stationery  and  forms 

5.  Telegrams  by  telephone 

6.  Occupation-known  subscriber 

7.  No.  and  street  known  subscriber 

8.  Apartment  houses 

(a)  When  names  are  known 

(b)  When  number  and  street  known 

9.  Long  distance  points,  rates  p.  29 

10.  Suburban  calls 

11.  Pay  stations 

D.  Emergency  Calls — How  to  Call 

1.  Fireman 

2.  Policeman 

3.  Ambulance 

E    Getting  a  Telephone  Installed 

1.  Individual  line 

2.  Party  line 

3.  Private  branch  exchange  switch 

(a)  Operator 

4.  Monitor  switchboard 

5.  Plug  switchboard 

Tenth  Week 

OFFICE    APPLIANCES    AND   DEVICES 

I.     An  Office  Appliance  is  Useful 

A.  When  profitably  employed 

B.  When  cost  of  operating  is  cheap 

C.  When  expensive  mistakes  are  eliminated 

D.  When  work  is  superior  to  handiwork 

E.  When  volume  is  an  important  factor 


254         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

II.     Essential  Office  Appliances 

Typewriters,  stamping  machines,  pencil  sharpeners, 
rubber  stamps,  mail  openers,  check  protectors, 
filing  cabinets,  follow-up  ticklers,  carbons,  tele- 
phones, postal  scales 
III.     Valuable  Appliances  for  Certain  Business 

A.  Dictating  Machines 

(a)  Dictaphone 

(b)  Ediphone 

B.  Calculating  Machines 

(a)  Listing 

1.  Burroughs 

2.  Dalton 

(b)  Non-listing 

1.  Comptometer 

2.  Burroughs 

3.  Ensign,  etc.    (Millionaire,  Brunsviga, 

Barret) 

C.  Billing  Machines 

1.  Elliott-Fisher 

2.  Moon   Hopkins,    etc.      (Underwood, 

Remington- Wahle) 

D.  Statistical  Machines 

i.  Hollerith 

E.  Cash  Register 

F.  Copying  Machines 

1.  Letter  Press 

2.  Rotary  Copier 

(a)  Roneo 

(b)  Rapid  Roller 

G.  Duplicating  Machines 

(a)  Hectograph 

(b)  Rapidograph 

(c)  Neostyle  (Mimeograph) 


COURSE  OF  STUDY  AND  SYLLABUS  255 

(d)  Beck 
(*)   Daus 

(/)    Commercial,  etc.    (Underwood,  Flexotype, 
Writerpress,   Multigraph,   Printograph, 
Multicolor,  Hopven  typewriter) 
H.  Addressing  Machines 

(a)  Addressograph  (Graphotype) 

(b)  Belknap 

(c)  Elliott 

(d)  Montague 

IV.     Other  Important  Appliances 

A.  Time  clocks,  folding,  check  signing,  telautograph, 
dictograph,    numbering,     paper    fastening,    post- 
dater,  sealing 
Dictating  Machine 

1.  General  Purpose 

2.  Description  of  the  machine 

(a)  Motor 

(b)  Record  cylinder 

(c)  Wax  records 

(d)  Speaking  tube 

(e)  Motor  control 
(/)    Cautions 

(g)  Ten-way  hearing  tuDe 

3.  Directions  for  making  a  record 

4.  Reproducing  the  record 

5.  Record  memorandum 

6.  Advantages  and   disadvantages  of   the  dictating 

machine 

Calculating  Machine 
Addition 
Multiplication 
Subtraction 
Division 


256         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

Eleventh  Week 

TELEGRAMS  AND  CABLEGRAMS 

I.     Meaning  of 

A.  Telegrams,  cablegrams,  marconigram,  radiograph 
II.     Classes  of  Service 

A.  Fast  day  message 

(a)  Based  on  lo-word  charge 

(b)  Filed  at  any  time 

(c)  Permission  to  use 

Plain,  code  or  cipher  (explain) 

B.  Day  letter 

(a)  Time  to  deliver  same  day 

(b)  Fifty-word  equals  one  and  one-half  times 

day  message 

C.  Night  Message 

(a)  Accepted  till  2  a.m. 

(b)  Delivered  next  business  morning 

D.  Night  Letter 

(a)  Fifty-word  equals  ten-word  day 

(b)  Accepted  till  2  a.m. 

(c)  Delivered  next  business  morning 

III.  Relative  Advantages  of  Each  Class 

IV.  Telegraphic  Money  Order 

A.  Value  as  compared  with 

(a)  Express  money  order 

(b)  Postal  money  order 

(c)  Instances  of  its  use 

V.     Wireless  Telegraph  vs.  Marine  Service 
VI.     Cablegram  Classes 

A.  Regular,  deferred,  letters,  week-end 
(a)  When  each  class  is  used 


COURSE  OF  STUDY  AND  SYLLABUS  257 

VII.     Code  Systems 

A.  ABC,  A i,  Lieber's,  Western  Union 

(a)  How  to  find  code  word  for  desired  message 

B.  Registered  Cable  Address 

C.  Reversible  Cable  Address 

D.  Private  Codes 

(a)  When  used,  when  changed 

E.  Unpacking  code  messages 

(a)  Methods  in  vogue 
VIII.     Rules  for  Writing  Messages 

A.  Clearness,  conciseness,  punctuation,  unimportant 

words,  omission  of  salutation  and  close 

B.  Telegrams  to  be  written  in  triplicate 

(a)  Use  of  each  copy 

C.  Blank  forms  supplied  by  companies 

(a)  Arrangement  for  easy  counting  of  words 

D.  Sending  the  message 

(a)  Call  box,  telephone  or  messenger 
IX.     Charges  on  Messages 
A.  One  word  charge 

(a)  Dictionary    words,     initials,    geographical 
names,  surnames,  etc. 

Twelfth  Week 

COMMERCIAL   PAPERS   AND   FORMS 

I.     Remittances 

A.  Stamps 

B.  Money  orders 

(a)  Postal — one  indorsement 

(b)  Express — any  number  of  indorsements 

C.  Bank  Draft 

(a)  Order  upon  another  bank 

(b)  Purchased  by  remitter 


258          OFFICE   PRACTICE  AND   BUSINESS   STYLE 

D.  Cashier's  check 

(a)  Order  upon  its  own  bank 

E.  Personal  or  bank  check 

(a)  Negotiable 

(b)  Precautious 

(c)  Dating  ahead 

(d)  Indorsements 

(e)  Stoppage  of  payment 
(/)    Certification 

F.  Certificate  of  deposit 
II.     Other  Business  Papers 

A.  Receipts,  should  give 

(a)  Date,  amount,  for  what  value 

B.  Promissory  Notes 

(a)  Kinds 

(b)  Protesting  a  note 

(c)  Discounting  a  notf 

C.  Draft,  commercial  distinguished  from  bank 

(a)  Kinds 

(b)  Acceptance 

D.  Deposit  Slips 

(a)  How  to  fill  out 

(b)  Paying  teller 

(c)  Receiving  teller 

E.  Bonds — Industrial  corporations  vs.  government 

(a)  Coupon  vs.  registered 

F.  Stock  certificates 

G.  Shipping  receipt 

(a)  For  individual  shipments 
H.  Bills  of  lading — triplicate 

(a)  Straight  bill  of  lading 

(b)  Order  bill  of  lading  (draft) 


COURSE  OF  STUDY  AND  SYLLABUS  259 

7.    Freight  bill — advance  charge 

(a)  Added  to  final  cost 

(b)  Paid  by  consignee 
J .    Notice  of  arrival 

(a)  Sent  to  consignee 

(d)  Demurrage 
K.  Wharf  receipt 

(a)  From  steamship  company 
L.    Express  receipt 
M.  Account  sales 
N.  Bills  and  invoices 


Thirteenth  Week 

OFFICE    REFERENCE    BOOKS 

I.     Directories 

A.  Business 

I.  General  City — over  18  and  business  people 

(a)  Alphabetically  arranged 

(b)  Women  in  business 

(c)  Business  houses 

(d)  Partners 

(e)  Corporation  officers 
(/)  Organization  of 

i.    R.  R.,  City  Govt.,  Associations 

2.  Classified 

(a)  Under  occupational  name 

(b)  Heavy  type  cases 

3.  Corporation  and  Co-partnership 

(a)  General  and  special  partners 

(b)  Officers  and  capital 

(c)  Trade  names 

4.  Classified  telephone  (Red  Book) 


26o         OFFICE  PRACTICE  AND  BUSINESS   STYLE 

B.  Social 

1.  Social  registers 

2.  Club  lists 

3.  Blue  books  (Dau's) 

(a)  Arrangement  by  names 

(b)  Arrangement  by  streets 

C.  Miscellaneous 

1.  General  telephone 

(a)  Subscribers,  address,  occupation 

2.  Trade  and  professional 

(a)  Names  of  individuals 
II.     Reference  Books 

A.  Dictionaries 

1.  Meanings 

2.  Ideas  (Roget's  Thesaurus) 

B.  General  Information 

1.  Biographies 

(a)  Who's  Who 

2.  Business  Journals 

(a)  Bullinger's  Guide  (monthly) 

i.  Steamships,  meetings,  dividends 

(b)  Postal  and  Shippers'  Guide 

i.  P.  O.,  R.  R. 

3.  Credit  Rating  Books 

(a)  Bradstreet — Dun 

4.  Gazetteers 

(a)  Geographical  and  industrial  informa- 
tion 

5.  Almanacs  and  Atlases 

6.  Cable  Codes 

7.  Hotel  Guides 

8.  Newspaper  reference  columns 

9.  Railway  Guides 
10.  Globe  Lists 


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